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Administration Assistant - PA3 2SW


Administration Assis

Job Type






Administration Assistant


Working as part of the Recruitment team. You will be responsible for all recruitment and vetting administration for the Division in line with legislation and ICTS policy and procedures. You will also be responsible for posting job adverts on the Company website & external job boards, managing pre-screening, full vetting of successful candidates and issuing offer letters & contracts once vetting has been completed to the required standard.

Key Duties and Responsibilities:
• Reviewing the content of all jobs raised by managers through the applicant tracking system
• Liaise with operational managers to support recruitment queries
• Post job adverts on Company Website and external job boards
• Ensure applicant suitability by checking and verifying; eligibility to work, identification, work experience, education, training/skills and criminal record check certificates to meet operational/client recruitment requirements
• Processing applicants' vetting details, including sending and chasing all required reference requests, processing/requesting criminal record checks (CRCs), credit checks (if applicable) and SIA licence checks (if applicable). Ensuring every applicants file meets all mandatory requirements - legislative and regulatory
• Liaise with external organisations to obtain references and checks; employers, Government Agencies, educational establishments and personal/character referees
• Ensure references, including gap employment references, are independently verified, processed, chased and received within set deadlines
• Issuing offer letters and contracts of employment to new starters, once the required vetting has been completed to the relevant standard
• Deal with incoming queries in a timely and professional manner; telephone, e-mail and face to face
• Ensure all ICTS policies and procedures are adhered to
• Ensure regulatory standards are always adhered to i.e. BS7858
• Monitor recruitment and vetting activities to the required timescales and pro-actively support managers

Essential Experience and Person Specification:
• Previous administration experience essential
• Ability to analyse personal and confidential documentation in a timely and professional manner to ensure compliance to the relevant vetting standard
• Excellent organisational and administration skills with the ability to prioritise workload accordingly
• Resilient with the ability to work under pressure in a fast pace environment
• Excellent attention to detail
• Computer literate – sound knowledge of Microsoft Office applications and database systems
• Ability to analyse data and create reports for Divisional Directors
• Excellent communication skills, verbal and written, with the ability to communicate at various levels both internal and external to ICTS; with the client, managers, colleagues, applicants, suppliers etc.
• Experience of using on-line recruitment, vetting or HR systems

• Previous Vetting experience
• Previous Recruitment Administration experience
• Experience within the recruitment and/or the Security industry

• Working knowledge Resource Link

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