Vetting Administrator

Key Accountabilities

Responsible for review and management of new e-mails, queries and follow ups received into the case management system
Maintain accurate and timely records in all relevant HR systems to enable clear visibility of activities and enable effective information management
Undertake the pre-screening, triage activities ahead of any application for higher level clearances
Follow up on delayed applications, responses, and references for all clearance cases.  
Communicate effectively with stakeholders to update on progress with specific work and maintain accurate records
Escalate issues to the Vetting Advisor as required, ensuring agreed service levels are maintained
Ensure accuracy of documentation received from employees, following up on any omissions before forwarding paperwork to the clients or other contracting authorities.
Administration of the security clearance renewal process
Manage the administration of the ‘leavers’ process
Deal with requirements when advised of ‘Change to Personal Circumstances’
Notify external authorities of staff clearance details, as required.
Manage allocated cases for DBS checks
Involvement in ad hoc projects as required.
Carry out other administration tasks as required.
Compliance with all internal and external auditing requirements.

The Individual

The Vetting Administrator will demonstrate:

Strong administration experience
Strong customer service skills including effective use of the case management system
An ability to work under pressure to strict deadlines with limited supervision
A professional manner and the ability to develop strong working relationships
Good communication skills, both written and verbal
Excellent attention to detail
Good organisational skills and ability to balance conflicting priorities
Able to use own initiative and prioritise
Flexible “can-do” attitude and approach
Confidentiality and the ability to handle sensitive situations diplomatically
Strong computer skills across the full range of Microsoft Office applications, in particular Excel, Word, and the use of mail merge