Scheme Coordinator

Scheme Coordinator

Scheme Coordinators work to ensure that the assigned schemes are administered effectively to ensure that customers, technical experts/auditors and senior management have access to up-to-date accurate information and processes to enable first class service.

Post holders are expected to provide administration and technical support services in support of the business and its functions.

Key Responsibilities:

Take ownership and responsibility of the end-to-end audit process for the scheme(s); from initial application through to issuing of certificate, completing all tasks to meet scheme owner, accreditation body and operational KPIs.

Maintain a general understanding of relevant procedures, processes, and documentation for the schemes, keeping all up to date and in line with scheme and standard updates.

Ensure accuracy and completeness of data in internal management systems and databases (in line with internal procedures, contractual requirements, cost structures and budget constraints) to support smooth delivery of resources and invoicing, and manage the storage and distribution of scheme documents and internal procedures, conducting regular reviews to ensure relevance and validity.

Maintain external scheme databases and reports in line with scheme timelines and requirements.
Review & analyse data to provide management information/statistics, including the identification and reporting of process failures, to support the overall delivery of processes. Reporting of key metrics to colleagues, including production of monthly wins, monthly invoicing information, new leads, finance forecasts, daily tracking of activities & ad-hoc reports.

Investigate options to drive operational efficiencies in administration, support processes and systems. Adopt opportunities where they exist. Assist colleagues/managers with the implementation of new administrative processes and procedures within the team.

Represent the company in scheme owner meetings and industry events, where relevant.

Maintain contact with audit team members as necessary / requested throughout the assessment and inspection process.

Maintain the competency matrix of auditors, shadow and witness records and training records, to ensure that contractors/team members contracted to carry out assessment and inspection duties are competent to carry out the functions they are contracted to perform, and do so with the support of the Service Delivery Manager, where necessary.

Key Tasks:

Be the key scheme contact for audit team members, scheme owners, clients and colleagues, ensuring that all have access to up-to-date accurate information and processes to enable the provision of a first-class service at all stages of the certification lifecycle.

Assist with the onboarding of new auditors, and the ongoing competency maintenance of already signed-off auditors, by organising a training programme of shadow/witnessed audits and performance reviews in line with scheme and operational requirements, and do so with the support of the Service Delivery Manager, where necessary.

Participate in planning and delivery of auditor and technical staff training sessions/events, leading and taking ownership of individual sessions, where relevant.

Assist finance colleagues with scheme forecast reporting and auditor invoice review, and - where relevant -contribute to the setting of annual audit and auditor rates.

Handle queries and nurture relationships with clients and standard owners, as appropriate.

Technical/Professional Qualifications/Requirements:

Experience with administering or coordinating company requirements.
A strong grasp of administrative programmes/software and database management.
Well organised with the ability to plan and schedule work effectively.
Analytical approach to work and excellent attention to detail.