[Hiring] Compliance Team Member @Talent Shore

Role Description

The Compliance Team Member takes a candidate who has been sourced and screened by a consultant or resourcer and makes them compliant. The role owns the vetting file from first document request to full clearance, and keeps that file accurate for as long as the candidate is active. Every candidate cleared by this role will be placed into a school setting. A missed check, an unverified reference or an expired document is a safeguarding failure and an audit failure, not an administrative slip. Accuracy comes before speed, every time.

Key Responsibilities

• Owning the compliance file:
  • Take ownership of each candidate file at the point of registration and drive it to full clearance.
  • Issue the document request, explain clearly what is needed and why, and set the expectation on timescales.
  • Verify identity and address using original or certified documentation to the standard set out in the compliance procedure.
  • Confirm the right to work in the UK and record document type, expiry and share code where applicable.
  • Establish and evidence a full employment history and record a satisfactory written explanation for any gap of more than one month.
  • Verify qualifications, QTS status where relevant and any specialist training certificates.
  • Obtain a health and medical fitness declaration and escalate anything requiring occupational health input.
  • Confirm safeguarding, Prevent and any mandatory training is completed and in date before clearance.
  • Sign the file off against the compliance checklist only when every item is complete and evidenced.
• DBS and barred list checks:
  • Process enhanced DBS applications with a children’s barred list check, verifying identity documents at the point of application.
  • Verify existing certificates registered with the DBS Update Service and carry out and record status checks.
  • Track applications in progress, chase the umbrella body or the applicant where a check stalls and keep the consultant informed of the expected clearance date.
  • Handle disclosure information confidentially and escalate any positive disclosure immediately, without making a suitability judgement independently.
  • Complete prohibition from teaching, prohibition from management (section 128) and any sanction or restriction checks required for the role.
  • Carry out an online presence check on candidates and record the outcome factually.
• References:
  • Request a minimum of two references covering the most recent employment involving children, from a senior person at the organisation rather than a colleague or a personal contact.
  • Verify every reference independently, by telephone to a switchboard number or from a verified organisational email domain. A reference from a personal email address is not accepted without verification.
  • Read every reference in full and check it against the application and the CV for consistency of dates, role and setting.
  • Query any reference that is vague, evasive or silent on suitability to work with children, and escalate rather than accept it.
  • Obtain overseas police clearance or a certificate of good conduct for any period lived abroad, in line with the compliance procedure.
• Audit, records and client requirements:
  • Maintain compliance records to audit standard so that a file can be produced on request for a client, an inspection or an external audit at any time.
  • Provide schools with the information they need for their single central record, accurately and in the agreed format, at the point of placement.
  • Apply client and framework specific compliance requirements where they go beyond the company standard.
  • Support internal and external audits by preparing files, answering queries and closing out actions.
  • Keep the compliance procedure documentation current and flag where practice and procedure have drifted apart.
• Renewals and ongoing monitoring:
  • Run the expiry report and renew documents, training and checks before they lapse, not after.
  • Withdraw or suspend a candidate from availability where a check has expired, and tell the consultant immediately.
  • Carry out periodic re-checks on long serving candidates in line with the compliance procedure.
  • Keep the compliance tracker accurate so that the true compliant headcount is visible at any time.
• Escalation and safeguarding:
  • Escalate every discrepancy, gap, unexplained absence, adverse disclosure or safeguarding concern to the Compliance Manager. Never resolve a compliance query by assumption.
  • Hold the line when a consultant is under pressure to place someone quickly. A file is either clear or it is not.
  • Record the rationale for every decision so that the reasoning is visible to someone reviewing the file later.
• Working with the desks:
  • Give consultants and resourcers a clear, current picture of where each candidate sits in the clearance process.
  • Notify the desk the moment a candidate is cleared and available, and the moment one is not.
  • Coach consultants and resourcers on what good documentation looks like so that fewer files come back incomplete.
• Systems and administration:
  • Record every call, message, document, check and decision in the CRM on the day it happens.
  • Keep candidate compliance status accurate at all times. The CRM is the single source of truth.
  • Provide daily and weekly compliance reporting to the Compliance Manager, including clearances, files in progress and blockers.

Qualifications

• Experience in compliance, vetting, onboarding, HR administration or a high-volume administrative role
• Experience in education compliance or another regulated sector such as healthcare or financial services
• Working knowledge of KCSIE, safer recruitment or equivalent vetting standards
• Experience processing DBS checks and using the DBS Update Service
• Understanding of right to work checking and share codes
• Proven attention to detail with documentation and data entry
• Highly organised, able to run a large caseload of files at different stages without losing track
• Comfortable working to a fixed procedure without shortcuts, and confident saying no
• Fluent written and spoken English with a confident telephone manner for chasing references
• Able to handle confidential and sensitive information appropriately
• CRM or applicant tracking system experience
• Bullhorn experience
• Competent with Microsoft 365, particularly Outlook, Teams and Excel
• Experience working remotely for a UK or overseas business
• Able to work UK hours from a private, quiet home office
• Resilient and self-motivated with no supervisor in the room