Service Care, Quality and Governance Team

Location Central Office (Esher) however this is flexible, other Cranstoun services would be considered as a base and post could include home working

Cranstoun has been making life better for those affected by alcohol and drugs since 1969. Our skilled and compassionate people work closely with services users and their families to change and save lives. We combine proven expertise in treatment and recovery with innovative approaches and actively involve those we help in improving the design of the services we provide.

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Policy and Compliance Coordinator

JOB DESCRIPTIONJob purpose: Ensuring that organisational policies and procedures are up to date, fit for

purpose and meet all regulatory requirements in line with ISO9001:2015 Quality Management System requirements, that document control systems are in place and that monitoring systems are effective

Research legislation changes and support technical authors in writing new policies, procedures, guidance and controlled documentation

Supporting with the internal and external regulatory compliance requirements of the organisation including the Care Quality Commission (CQC), Information Governance Toolkit, ISO9001 and other quality management systems

Supporting the implementation of the Cranstoun Group Quality Governance Framework across all services to ensure the delivery of safe and effective treatment in line with evidence based best practice

Context:Working as part of the Care, Quality and Governance Team, under the direction of the Quality Governance (Incident and Policy) Manager, the Policy and Compliance Coordinator will be responsible for the Cranstoun Group suite of policies, procedures, guidance and controlled documentation. They will also support the Quality Governance (Audit and Compliance) Manager with coordination and planning in relation to internal and external regulatory and accreditation compliance requirements of the Cranstoun Group.

This role is an administrative role that requires a high level of attention to detail and the ability to self-manage. Work base can be negotiated for the right candidate. It can be home based or based within a local Cranstoun Group service office. However, as part of the role there will be a requirement to attend Cranstoun Central Office in Esher, Surrey and other local service offices for meetings relevant to the role as required.

Responsible to: Quality Governance (Incident and Policy) Manager

Responsible for:

1. Policies and procedures

Write, compose, maintain and clarify the policies, procedures, guidance and controlled documents of the organisation in line with ISO accreditation requirements

Liaise with team members to gather and process information for policies including supporting technical authors in the development of new policies as required

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Ensure policies and procedures are compliant with regulatory requirements and in line with up to date evidence based practice

Create positive relationships with team members at all levels in the organisation, engaging them in the process in a positive way so that they contribute in a timely and effective way when asked to do so

Research changes in legislation and whether they impact on existing policies or procedures or necessitate new ones

Presentation of new or updated policies and procedures internally, ensuring they are easily accessible to team members and obsolete versions are archived

Administration of the Cranstoun Group Controlled Document Index (CDI), policy review process for all live policies, procedures, guidance and controlled documents

Ensure systems are in place to monitor the Cranstoun Group suite of policies, procedures and controlled documents notifying the relevant team members when a review date is approaching

Proof read draft policies, procedures, guidance and controlled documents to ensure they are accessible, meet the branding requirements of the Cranstoun Group and reflect the Group values

Coordinate any work streams relevant to the role as directed by the Quality Governance (Incident and Policy) Manager or Quality Governance (Audit and Compliance) Manager

Offer advice and guidance on the requirements of policies, procedures and controlled documents to team members, acting as a single point of contact for queries relating to the function

2. Compliance

Routinely, through research and policy writing, advise the Quality Governance (Audit and Compliance) Manager of changes to regulation, legislation and areas of best practice to inform audit cycle development and planning

Support the Quality Governance (Audit and Compliance) Manager in meeting the requirements of Care Quality Commission (CQC) registration, ISO9001:2015, Information Governance Toolkit and other accreditations as required for Cranstoun Group services

Coordination, planning and administration of Period Service Review audits and collation of subsequent reports

Provide additional support to the Quality Governance (Audit and Compliance) Manager as required

3. Care, Quality and Governance Team

Work collaboratively as part of the Care, Quality and Governance Team Attend Care, Quality and Governance Team meetings, contributing to the

planning and implementation of the Quality Governance strategies and action plans

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Provide reports on policy and compliance activity as required, reporting regularly to the Care, Quality and Governance Team on areas of non-compliance

Attend supervision as required in line with Cranstoun Group Policy Support the Care, Quality and Governance Team with report writing and

presentations relevant to the role to both internal and external audiences

4. Data Protection and Confidentiality

Ensure activity related to policy and compliance is conducted in line with the requirements of General Data Protection Regulations (GDPR) (EU) 2016/679

Manage information handled within the role sensitively and confidentially, particularly person identifiable and sensitive business information

5. General

Attend and act as minute taker in quality governance meetings as required Circulate communications and bulletins relevant to the role as required Promote quality governance throughout the Cranstoun Group in a positive

way at all times Meet deadlines and manage own time effectively without close supervision Contribute to the delivery of the Quality Governance Framework across

Cranstoun Group services Carry out all aspects of the role in line with Cranstoun Group policies and

procedures consulting sources of expertise where required Take all reasonable steps to ensure the safety of yourself, others and

resources whilst at work, in line with the Health and Safety at Work Act Develop skills and deputise for other team members Carry out other duties appropriate to the role, as necessary or requested

6. Diversity

Ensure at all times that the role is conducted in a professional, sensitive way, respectful of the diversity and needs of the individuals who access Cranstoun Group services, as well as other team members

Commitment to the promotion, and support to all aspects of diversity both within the workplace and external environments

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PERSON SPECIFICATIONQualifications and experienceEssential A Level English or equivalent Extensive experience of writing, editing and proofing business

communications

Desirable Experience of writing policies, procedures, guidance and other controlled

documentation Experience of working within substance misuse, health care or charitable

trust sectors Experience in working in an environment of continuous change Project management qualification or experience (PRINCE2 preferable) Demonstrable experience of working with people from a range of social,

cultural and ethnic backgrounds

Abilities and attributesEssential Ability to self-manage without close supervision or unnecessary deferment to

manager Ability to create effective relationships with colleagues to achieve the aims of

the role Ability to deliver to a high standard Ability to work effectively and efficiently within a team Ability to prioritise workload to meet competing demands in order to achieve

targets and deadlines Ability to present information in a range of ways making it accessible to a

wide range of audiences Innovative, dynamic and ability to take the initiative

Desirable Ability to travel independently between services, in a timely way Ability to learn and apply theoretical knowledge in practical situations

SkillsEssential Attention to detail Clear and accurate oral and written communication skills Confident in communicating with team members at all levels within the

organisation and external colleagues/stakeholders Approachable demeanour and supportive in helping colleagues develop their

skills in policy development Identify and be alert to risk, managing contingency plans where required Maintain confidentiality of all information and data related to the business

and service users

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Excellent problem solving skills

Desirable Diligent team member who is open to learning new skills and developing their

knowledge of other areas Reviewing the effectiveness of live compliance and monitoring systems

KnowledgeEssential Knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint)

Desirable Knowledge of CQC registration requirements, statutory notifications and Key

Lines of Enquiry (KLOE) Knowledge of Information Governance Toolkit (IGTK) and General Data

Protection Regulations (GDPR) Knowledge of ISO9001 or other quality management systems

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