Compliance Administrator

Responsibilities:

Recruitment & Vetting Administration:

• Coordinate recruitment processes, including job postings, shortlisting support, references, and offer documentation
• Maintain accurate recruitment and vetting records
• Track DBS checks and ensure timely renewals
• Verify right-to-work documentation
• Maintain audit-ready recruitment documentation

Training & Workforce Compliance:

• Maintain and update the training matrix
• Track mandatory and role-specific training completion
• Store training certificates and compliance evidence securely
• Support scheduling of training sessions
• Monitor staff inductions and competency assessments
• Ensure staff acknowledgement of policies and procedures

Supervision, Appraisals & Staff Development:

• Track staff supervision and appraisal schedules
• Maintain supervision and performance records
• Support competency assessment administration
• Record meeting minutes and staff feedback processes

Compliance Records & Staff Files:

• Create and maintain accurate staff records (digital and/or physical)
• Ensure files include contracts, compliance documents, and training records
• Maintain secure and well-organised filing systems (e.g., Google Drive)

Payroll, Leave & Attendance Administration:

• Process timesheets and payroll records
• Maintain records of annual leave, sickness, and absences
• Track supporting documentation for absences
• Support workforce capacity monitoring

Governance & Compliance Logs:

• Maintain whistleblowing, complaints, and disciplinary logs (administrative support)
• Ensure documentation is complete, accurate, and audit-ready
• Support governance processes and reporting

Operational Support:

• Assist with on-call coordination and administrative tasks
• Support rota-related administration (non-managerial)
• Assist with staffing and capacity tracking

Compliance Support:

• Prepare documentation for audits and inspections
• Maintain policy documents and version control
• Identify and escalate compliance gaps or risks to senior leadership

Requirements:

• Experience in compliance administration, HR administration, or workforce coordination
• Strong organisational and record-keeping skills
• Knowledge of safer recruitment practices
• Ability to handle confidential information professionally
• Proficiency in IT systems and document management tools
• Ability to work independently and meet deadlines
• Highly organised and detail-oriented
• Professional, discreet, and reliable
• Proactive with strong problem-solving ability
• Excellent communication skills
• Strong commitment to safeguarding and ethical standards

Desirable:

• Experience in healthcare, social care, or children’s services
• Knowledge of DBS checks and employment documentation
• Experience supporting audits or inspections

Accountability & Governance:

• Reports to the Team Leader and is accountable to the Director
• Works in line with company policies and compliance standards
• Maintains strict confidentiality and professional boundaries
• Supports a culture of safe, compliant, and high-quality service delivery