Job Title: Office Administrator - Compliance & Vetting
Location: Canary Wharf, London (Office-based)
Working Hours: Part-Time - 20 hours per week Monday to Friday. 4 hours per day. Proposed 10-2pm but can be flexible for the right candidate.
Reporting To: Compliance & Vetting Team Leader
Role Purpose
The Office Administrator plays a key operational role in ensuring workforce screening, onboarding and ongoing staff compliance across Double Check Security Group. The primary focus of the role is to support BS7858 vetting, Right to Work checks, licence monitoring and compliance tracking to ensure the business remains audit‑ready at all times.
The role also provides a limited level of front‑of‑house and office administration support to assist with the smooth day‑to‑day running of the Canary Wharf office, ensuring a professional environment for staff and visitors.
Applicant Support & Onboarding Administration
- Assist job applicants with completion of application forms, providing clear guidance on required information and documentation.
- Respond to applicant queries regarding the recruitment and vetting process in a timely and professional manner.
- Provide accurate onboarding information to new starters, including documentation required prior to deployment.
- Support the Compliance & Vetting Team Leader with administrative aspects of onboarding, ensuring records are complete and correctly logged on systems and trackers.
- Liaise with candidates, Area Managers and internal teams to ensure a smooth and compliant onboarding experience.
Vetting & Compliance Administration
- Carry out daily vetting checks for security staff using the C247 system, ensuring records are accurately logged on compliance trackers.
- Support BS7858:2019 vetting for all new starters, ensuring documentation is completed within agreed timeframes.
- Proactively chase outstanding vetting documentation from candidates, referees and labour providers by phone and email.
- Escalate compliance risks or delays to Area Managers and the Compliance & Vetting Team Leader.
- Apply suspension procedures where vetting is not completed within the 12-week timeframe, ensuring correct warnings and audit trails are maintained.
Chasing & Escalation Process (BS7858)
- Maintain regular, documented contact with referees and candidates during the vetting period.
- Issue warning communications as deadlines approach.
- Liaise with Area Managers to support final compliance completion.
- Ensure all contact attempts and outcomes are fully recorded.
Labour Provider (LP) Compliance
- Verify Right to Work and SIA licences for labour provider staff prior to deployment.
- Chase labour providers for missing or expiring documentation
- Maintain accurate LP compliance records on our systems.
Weekly Compliance Reporting & Checks
Produce regular compliance reports from our workforce management software (C247), including:
- Full staff compliance
- SIA licence expiries
- Right to Work expiries
- Student visa 20-hour checks
- Send structured chase communications to Area Managers and operations teams.
- Maintain up-to-date compliance trackers across all business units.
Site Audits & Customer Satisfaction Surveys
- Monitor completion of Site Audits (SAs) and Customer Satisfaction Surveys (CSS) via C247.
- Log scores and completion data on relevant QMS trackers.
- Support audit readiness across our business units.
Training, Induction & Appraisals Support
- Track inductions, appraisals and training completion on Excel trackers.
- Conduct bi-monthly reviews and share completion and outstanding lists with Area Managers.
Leavers Process Management
- Manage the leavers administration process, ensuring records are updated promptly and accurately.
- Notify relevant internal teams of staff leavers in line with company procedures.
- Ensure access, system records and compliance trackers are updated to reflect leavers.
- Support compliance and audit readiness by maintaining accurate leavers records.
Office Administration & Front-of-House Support
- Act as the first point of contact for the office, answering incoming phone calls and directing enquiries appropriately.
- Welcome visitors, guests, and contractors to the office in a professional and friendly manner.
- Ensure meeting rooms are prepared and suitable refreshments are available.
- Offer refreshments and prepare hot drinks for visitors as required.
- Order and manage office supplies, maintaining appropriate stock levels.
- Support the general smooth running of the office and raise facilities or admin issues where required.
Skills & Experience Required
Essential
- Experience in office administration, HR administration, compliance or vetting support.
- Strong organisational and record-keeping skills.
- Confident professional communicator, both face-to-face and by phone/email.
- High attention to detail and ability to manage multiple priorities.
- Competent in Microsoft Excel, Outlook and shared trackers.
Desirable
- Experience in the security industry or another regulated environment.
- Knowledge of BS7858 vetting, SIA licensing or Right to Work checks.
- Experience supporting recruitment or onboarding processes.
Personal Attributes
- Friendly, professional and approachable
- Proactive and reliable
- Detail-driven with strong follow-up skills
Comfortable working independently within structured processes
Pay: £12.71-£13.50 per hour
Work Location: In person
