Compliance Administrator

HealthHarmonie; Birmingham; On-site; GBP 25,000 - 35,000; Full time

Job summary

A dynamic healthcare organisation in Birmingham is seeking a Compliance Administrator. This role involves managing onboarding compliance, maintaining employee records, and ensuring adherence to regulatory standards. The ideal candidate should have experience in compliance or onboarding in a healthcare environment and be proficient with Microsoft Office and digital record-keeping tools. Full-time position with significant growth opportunities.

Qualifications

• Experience in compliance or onboarding coordination in healthcare.
• Knowledge of Right to Work checks and DBS requirements.
• Proficient in digital tools for record keeping.

Responsibilities

• Manage the compliance aspects of the employee onboarding process.
• Conduct checks on Right to Work and driving documentation.
• Maintain an up-to-date onboarding and recruitment tracker.

Skills

Attention to detail

Compliance knowledge

Proficient in Microsoft Office

Digital record-keeping

Ability to produce reports

Education

Formal qualification in HR or business administration

Tools

Credentially

Excel

Breath HR

Talent LMS

Radar

Jotform

Job description

Overview

Be among the first 25 applicants. About Medinet Group: Medinet Group is a dynamic healthcare organisation dedicated to delivering high-quality clinical services across the UK. Our integrated businesses—Medinet (insourcing), Remedy Healthcare Solutions (modular endoscopy), and HealthHarmonie (community specialist services)—collaborate closely with NHS and healthcare partners to enhance patient care, reduce waiting times, and deliver innovation in healthcare delivery. We’re expanding into new clinical specialties and international markets, providing significant growth opportunities.

The Compliance Administrator plays a vital role in ensuring that all onboarding and workforce processes adhere to internal policies and external regulatory requirements. This position is responsible for managing pre-employment compliance checks, maintaining accurate employee records, and monitoring ongoing regulatory and mandatory training compliance across the Group. Acting as a key link between HR, Occupational Health, and operational teams, the Compliance Administrator ensures that all staff meet the required standards from the point of hire and throughout their employment.

Key Responsibilities

• Oversee and manage the compliance aspects of the employee onboarding process, ensuring all regulatory and internal policy requirements are met prior to start dates.
• Send welcome communications and onboarding packs to new starters, ensuring clarity around required documentation and timelines.
• Set up candidates on relevant platforms, including Credentially, Jotform (for Medinet candidates), Breath HR, Radar, and Talent LMS.
• Create and maintain compliant employee records and digital folders, ensuring all pre-employment documentation is complete, accurate, and accessible for audit purposes.
• Apply for and monitor the status of DBS checks; review health and DBS declaration forms in line with safeguarding and employment standards.
• Liaise with Occupational Health to verify candidate immunisation compliance and fitness to work.
• Conduct rigorous checks on Right to Work and driving documentation to ensure adherence to legal and organisational standards.
• Request and track employment references as part of the candidate vetting process.
• Maintain an up-to-date onboarding and recruitment tracker, documenting progress, status changes, and compliance milestones.
• Coordinate logistical aspects of onboarding, including requesting IT system access, ordering ID/NHS cards, and scanning identification on the first day of employment.
• Issue training communications and support access to mandatory e-learning systems such as Talent LMS.
• Submit fully completed and signed New Starter Paperwork (NSP) to payroll in accordance with processing deadlines.
• Lead the weekly review of regulatory and mandatory training compliance, identifying any gaps or expirations.
• Generate and deliver weekly exceptions reports to the HR team, flagging staff who are non-compliant with mandatory training or documentation standards.
• Act as a key liaison between HR, Occupational Health, and operational teams to ensure continued compliance throughout the employee lifecycle.

Essential Person Specification

• Experience in compliance or onboarding coordination, ideally within a healthcare, regulatory, or similarly governed environment.
• Knowledge of employment legislation and regulatory standards, including Right to Work checks, DBS requirements, and data protection (GDPR).
• Strong attention to detail with the ability to accurately review, process, and track confidential documentation.
• Proficient in Microsoft Office and digital record-keeping tools, including Excel trackers and document management systems.
• Ability to produce weekly compliance reports and exception summaries for internal stakeholders.

Desirable Person Specification

• Familiarity with HR and compliance systems such as Credentially, Jotform, Breath HR, Talent LMS, and Radar.
• Formal qualification in HR, business administration, or compliance-related discipline.
• Previous experience working in NHS, healthcare, or regulated public sector environments.
• Knowledge of audit processes and regulatory reporting frameworks.
• Experience contributing to policy updates and procedural improvements within compliance functions.

Employment details

• Seniority level: Not Applicable
• Employment type: Full-time
• Job function: Finance and Sales
• Industries: Hospitals and Health Care