HR Administrator - Employment Vetting & DBS

Job Description

Employment Vetting and DBS AdministratorGateshead£22,000PermanentFull Time office based - (Mon-Fri 9am-5pm)Our client is a large independent organisation in the facilities management industry. They have huge company expansion strategies in place to succeed over the next few years and are looking for the ideal to come in and be part of that journey. They are looking for a HR Administrator to focus on Employment Vetting and DBSs.This role sits within our HR Function, and offers the successful candidate the opportunity to progress their career and gain extensive experience within a fast paced commercial environment.Role Description spilt up into 3 parts:Vetting Administration

• Input new starters onto the in-house security vetting system & Record the security vetting check on the in-house case management system
• Identify the level of vetting required dependent on the individual client requirements
• Communicate by telephone and email with both the employee and operational teams to obtain the required information/documentation, suppling accurate advice where required
• Verify and upload identity and supporting documents
• Review the application form inputting full the applicants full employment history into the in-house vetting system.
• Verify reference details by independently contracting referees to confirm correct contract details and issue the reference is requested
• Identify any gaps in employment and work with the operations team and employee to clarifying the reasons along with obtaining support documentation as required
• Where required conduct criminal records, adverse credit, anti-money laundering, social media and sanctions checks
• Complete the full vetting check within the allowed period
• Where issues or concerns with checks are identified ensure these are escalated in a timely manner to the HR Manager
• Produce and check the completed vetting pack prior to these being submitted for sign off by the HR Manager
• Responsible once HR Manager approval has been obtained, for the closure of the vetting request on the in-house vetting and case management system
• Ensure all required documents are saved down on the employees personnel file
• Provide payroll approval for employees once a vetting check is at the required stage
• Weekly payroll approval reports
• To assist in both client and internal audits when required

DBS Administration

• Review basic and enhanced criminal records applications (DBS) including were required Adult and Child barred checks, ensuring the correct level of check is being completed
• Verify supporting documentation,e nsuring only valid documents are accepted and dated within the allowed timescales ensuring they meet the requirements
• Identify when an induvial has criminal convictions either by declaration or the outcome of the check
• Record DBS details into the in-house system (TEMPLA)
• Provide frequent training sessions (via webinars) to the operational teams on the full DBS process
• Provide payroll approval for employees once a DBS check is at the required stage, on a weekly basis
• Provide accurate advice to both employees and managers in relation to the DBS processes/policy
• Where issues or concerns with an individuals DBS check are identified, ensuring these are escalated in a timely manner to the HR Manager

General Administration

• Answer external and internal phone calls
• Deal with any incoming queries into the HR department
• Enter data into the appropriate the HR case logging system so that accurate records are maintained at all times
• Provide data for and support preparation of HR management reports in a timely manner
• Liaise with and build effective relationships with all internal departments and individuals within the business as well as external contacts.
• Carry out any other reasonable ad hoc duties in order to support the HR department and develop self

Person specification:

• Excellent written and verbal communication skills
• Enjoys and is able to work as part of a small team, is a team player
• An ability to work under pressure and at pace
• Demonstrates an "investigative" and "can do" approach and attitude to all task
• Uses own initiative and can work independently
• Outstanding presentational skills for all correspondence, letters, presentations and data
• Understands and implements processes, consistently and continually
• Easily builds relationships with employees and line managers

Desirable qualifications/experience needed:

• Advance level proficiency in MS Excel and Word
• Relevant qualifications in administration/HR
• Able to perform general office administrative activities such as filing, copying and using the telephone.

Salary & Package:

• £22,000

• Personal support
• Learning / training / development
• Aspirations / career paths
• Lifestyle schemes / work-life balance
• Additional incentives / benefits
• Awards / recognition

Our client is looking to conduct a 2 stage interview process, with the view for the right candidate to then start as soon as possible. Please contact Zoe Bellenger on for a confidential chatMajor Recruitment act as an Employment Agency for permanent roles and an Employment Business for temporary opportunities.