Job Description:

Due to a new business win, our client is recruiting for someone with experience in vetting compliance documentation for new recruits.

This is a 3 Month FTC initially that could extend based on business needs.  The role would require someone to be in the Oxford office 2 days per week / 3 days from home.

The vetting coordinator is a vital role, supporting the People Services Admin team to coordinate and administer pre employment and on-going vetting checks, ensuring candidates meet organisational, security and compliance requirements, including Baseline Personnel Security Standard. This an exciting role that will help shape and design the future vetting processes.

Responsibilities:

• Administer and track pre - employment screening and background checks
• Process and monitor right to work checks, references, identity verification and employment history checks
• Review documentation for accuracy and completeness and following up on missing information
• Liaise with candidates, employees, leaders, HR and screening providers
• Maintain accurate vetting records and tracking systems
• Identify and escalate discrepancies or compliance issues appropriately
• Ensure personal and sensitive information is handled securely and confidentially in line with UK GDPR and data protection requirements
• Provide candidates with guidance on vetting processes and required documentation
• Produce reports and updated on vetting progress, outstanding cases and compliance
• Support audits to ensure vetting procedures follow organisational and regulatory requirements
• Contribute to improving vetting processes and administrative procedures 

Key Objectives:

Alongside managing the day to day activity, this role will support in shaping and embedding our screening processes.

• Process Design & Compliance: Establish robust procedures to ensure national security training and documentation requirements are consistently met.
• Internal Mobility & Onboarding: Develop scalable processes for managing vetting and security clearances for internal transfers and new recruits, ensuring compliance throughout the employee lifecycle.
• Audit & Validation Framework: Design and implement a structured audit process for annual reviews, including in-person and written validation and certification.
• Security Offboarding: Define and execute a secure offboarding protocol to manage clearance and security status for leavers.
• Operational Transition: Lead the transition of vetting activities into a sustainable, business-as-usual model following the initial project launch.

People Administrator Requirements:

• Experience in HR, Recruitment, compliance and screening
• Previous experience in a busy administrative environment and managing competing priorities
• IT literate with a good working knowledge of MS Office (Word and Excel) and Google sheets.
• Strong administration and organisational skills
• Excellent attention to detail
• Good written and verbal communication
• Ability to manage a busy workload and competing deadlines

INDH