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Vetting Administrator

  • Location


  • Sector:

    Facility / Cleaning

  • Job type:


  • Salary:

    Not Specified

  • Job ref:


  • Published:

    about 2 months ago

  • Expiry date:


  • Client:


Job Description

Responsibility and accountability for; requesting, chasing, troubleshooting and obtaining, compliant references, within client SLA date. Timely entry of incoming hard copy post, documents and references received via email ensuring all accepted documents must meet the requirement of the rules and regulations specified in the profile of each applicant. Ensuring the on time delivery of high integrity, fully compliant background check dossiers toour clients. This should be undertaken in the most expedient and cost effective manner possible. Providing a high level customer service carefully managing the applicant experience and guiding each applicant through the multitude of checks that require their direct involvement and also to ensure they understand and are comfortable with their progress through the process. On a rota basis carry out all administrative tasks which include incoming and outgoing post, ID document verification, basic criminal record check processing and all associated filing tasks.

Main duties

  • Responsible for the on time completion and delivery of robust, high integrity and compliant dossier submissions.

  • Using workload reports to help prioritise workload within the team and ensure that all work is timely, effective and efficiently delivered.

  • Review all tasks daily - XBA, Gapping, Chasing, Solutions, Helpdesk, and Problems. Ensure everything possible has been tackled in MyCheck within client SLA timescales.

  • Researching the right people to provide compliant references and obtaining their full contact details. Speaking to potential referees and persuading them to provide an admissible reference.

  • Generating written requests for information and dispatching them in the most expedient and cost effective manner (email, fax or post).

  • Frequent follow up of reference requests by telephone, to ensure a prompt return in an admissible format. Ensuring referees are spoken to at least every week.

  • Strong knowledge of and correct application and adherence to the appropriate referencing rules and client requirements.

  • Utilise MyCheck to track all activities in relation to job applicants and the progress of their background checking such that it is easy for anyone to understand.

  • Providing telephone advice and guidance to customers throughout the process in a professional and caring manner.

  • Entering received references via post, online referencing or email, in to MyCheck against the profile of the correct applicant.

  • Checking the received references meets the 14 point check list and applying the rules as directed by MyCheck.

  • Updating contact details, when required, to ensure the details held within MyCheck are accurate at the point of acceptance.

  • Setting up problems correctly to enable the relevant teams to resolve issues and obtain an admissible document.

  • Managing the re-requesting and educating of referees for references which are not compliant.

  • Assembly of each reference within a final application, in order to produce an admissible dossier for a client and/or regulator.

  • Final checking of dossiers before being submitted to our clients.

    On a rota basis carry out the following administrative tasks:

  • Processing of incoming and outgoing post in time with deliveries, collections and operational demands.

  • Preparation of applicant folders for quality team, using MyCheck

  • Preparing completed dossiers for dispatch, including applying appropriate postage, inline with client SLA, and updating MyCheck daily.

  • Responsibility for the verification and processing of ID documents within 48 hours of them being uploaded.

  • Responsibility for managing applicants to submit their identity documents.

  • Locating rejected files and re filing in correct location whilst corrective/remedial action is completed.

  • Scanning basic disclosure daily when they arrive by post and informing the relevant departments that the action is complete.

  • Requesting and chasing GSAT from applicants and sending certificates to clients when required.

  • Collecting all filing items and filing in appropriate location throughout the day, any unprocessed filing should be kept in secure filing room.

  • Frequent monitoring of printers, throughout the day, to ensure they are loaded with sufficient paper and that unprocessed paperwork is not left on printers, especially at the end of the day.

    Be available to be cleared as countersignatory and trained to cover ukcrbs:

  • Undertake Client Support Administrator tasks

  • Ensure compliance with Mitie's information security policies, standards and procedures

  • Report actual and suspected security incidents to the Information Security team

Candidate Description

  • Excellent listener with strong communication skills

  • Effective relationships builder & maintainer

  • Effective planning and time management skills

  • Resilient with ability to cope with rejection

  • Commercial awareness

  • Confident, results focused and self-motivated individual

  • Assertive

Employer Description

Procius is one of the UK's most respected pre-employment screening providers, conducting over 170,000 screens per annum. Our purpose is to protect our clients from unfavourable recruitment outcomes by means of our innovative technology, our proven processes and our exceptional team.