Onboarding and Compliance Administrative Assistant
About Kinwood Care
Kinwood Care provides specialist residential support for adults with complex needs, learning disabilities and autism.
We are committed to providing safe, person-centred support within positive environments where the people we support can develop independence, achieve meaningful goals and enjoy a good quality of life.
As our organisation continues to grow, we are looking to appoint an organised and diligent Onboarding and Compliance Administrative Assistant to support our recruitment, onboarding and operational compliance processes.
The role
The Onboarding and Compliance Administrative Assistant will coordinate the administrative process for new employees joining our adult social care services.
You will ensure that all required safer recruitment and compliance checks have been completed, verified and recorded before an employee begins working within our services.
The role will also include responsibility for completing internal audits relating to the finances of the people we support, COSHH stock, service documentation and other areas of operational compliance.
This is an important role within the organisation. You will help ensure that Kinwood Care maintains accurate, organised and inspection-ready records while supporting new employees to have a positive and professional onboarding experience.
Key responsibilities Recruitment and onboarding
You will be responsible for:
- Coordinating the onboarding process for successful applicants.
- Communicating with applicants throughout the pre-employment process.
- Collecting and verifying identification and right-to-work documentation.
- Processing and monitoring DBS applications.
- Obtaining and recording satisfactory employment references.
- Reviewing employment histories and identifying unexplained gaps.
- Ensuring application forms, interview records and safer recruitment documentation are complete.
- Collecting qualification certificates, driving documents and other role-specific evidence.
- Preparing offer letters, contracts and onboarding documentation.
- Monitoring outstanding pre-employment checks and following these up promptly.
- Ensuring employees do not begin work until all required compliance checks and management approvals are in place.
- Maintaining accurate electronic personnel files.
- Supporting the completion of staff induction, mandatory training and probation documentation.
- Monitoring document expiry dates and notifying managers of required actions.
- Producing onboarding and recruitment-compliance reports for the management team.
Compliance and auditing
You will also be responsible for:
- Completing regular audits of the money held and managed on behalf of the people we support.
- Checking financial records, receipts, balances and transaction documentation.
- Identifying discrepancies and escalating concerns promptly.
- Completing COSHH stock audits across our services.
- Checking that COSHH products are correctly recorded, stored, labelled and accompanied by the appropriate safety information.
- Monitoring stock levels and identifying missing, expired or unauthorised products.
- Supporting audits of service documentation and compliance systems.
- Maintaining clear audit trails and action plans.
- Following up outstanding actions with service managers and senior team members.
- Supporting the organisation to maintain accurate and inspection-ready records.
- Handling confidential employee and service-user information appropriately.
- Contributing to the continuous improvement of administrative and compliance processes.
About you
We are looking for someone who is:
- Highly organised and able to manage several onboarding files at the same time.
- Accurate and attentive to detail.
- Confident following structured compliance processes.
- Comfortable identifying missing information and challenging incomplete documentation.
- Able to communicate professionally with applicants, employees and managers.
- Reliable, proactive and able to meet deadlines.
- Confident using digital systems, Microsoft Office and electronic record-keeping platforms.
- Able to maintain confidentiality and handle sensitive information appropriately.
- Willing to travel between Kinwood Care services when completing audits.
- Committed to the values and standards expected within adult social care.
Essential experience and skills
- Previous administrative experience.
- Experience maintaining accurate records and documentation.
- Good written and verbal communication skills.
- Competent use of Microsoft Word, Excel, Outlook and electronic systems.
- Ability to prioritise workload and work independently.
- Strong attention to detail.
- Understanding of confidentiality and data protection.
Desirable experience
It would be beneficial to have:
- Experience working within adult social care, healthcare or another regulated sector.
- Experience supporting recruitment or employee onboarding.
- Knowledge of safer recruitment requirements.
- Experience processing DBS and right-to-work checks.
- Experience completing compliance, finance or stock audits.
- An understanding of CQC regulations and inspection expectations.
- Knowledge of COSHH requirements.
- Experience working with sponsored employees or Certificate of Sponsorship compliance.
What we offer
- A supportive and values-led working environment.
- A comprehensive induction into Kinwood Care’s systems and processes.
- Opportunities for training and professional development.
- The opportunity to contribute to the growth and development of a specialist adult social care provider.
- Competitive Salary
- Company Pension
Pay: £13.00-£13.40 per hour
Benefits:
- Casual dress
- Discounted or free food
- Employee discount
- On-site parking
Experience:
- Administrative: 1 year (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
