Employee Compliance Coordinator

Circle Health; Sheffield; On-site; GBP 21,000 - 25,000; Full time

Benefits offered by this job

25 days holiday per year + bank

Private Pension Scheme

Private Healthcare Scheme

Friends & Family Hospital Discounts

Family Friendly policies

Non-contributory life insurance

Staff engagement hub

Wellbeing resources

Employee recognition programmes

Training and development opportunities

And more

Job summary

Circle Health Group in Sheffield is seeking an experienced administrator to support the Consultant Registration Database and provide proactive SMT support. You will maintain accurate staff records, ensure compliance with DBS/PVG requirements, and manage documentation evidencing work rights in the UK.

The role involves coordinating DBS applications, SARs, minutes, and SSI records, with a flexible 37.5-hour week and duties across admin and HR tasks. English fluency and discretion are essential.

Qualifications

• GCSE Maths and English at grade A–C or equivalent.
• HR qualification desirable but not essential.
• Proficient in IT systems including Excel, PowerPoint and Word.
• Secretarial/organisational skills and professional telephone manner.
• Excellent time management and discretion with confidential information.
• Fluent in English with strong communication and interpersonal skills.
• Ability to work independently and as part of the Senior Management Team.

Responsibilities

• Lead and maintain an efficient process to ensure accurate records for staff.
• Ensure DBS/PVG checks and staff registrations are up to date.
• Maintain documentation evidencing right to work in the UK.
• Process DBS/PVG applications in line with guidelines.
• Coordinate hospital SARs within statutory timescales and DP policy.
• Provide administrative support to SMT and prepare meeting minutes.
• Maintain SSI documentation in line with regulatory requirements.
• Attend meetings and circulate accurate minutes; follow up actions.
• Cover flexible shift patterns and undertake ad hoc tasks as required.

Skills

Interpersonal skills

Organisation skills

Communication skills

English fluent

Professional telephone manner

Discretion with confidential info

Microsoft Office proficiency

Time management

Filing and archiving

Team collaboration

Education

GCSE Maths & English

Tools

Excel

PowerPoint

Word

Job description

To support/cover the Consultant Registration Database in the absence of the Executive Assistant

Duties of this role include:

• Lead and maintain a professional, efficient and effective process to ensure that accurate and compliant records are maintained in relation to staff within the Hospital.
• To ensure that accurate records are maintained on Circle Health Group's systems to demonstrate that all staff working in the hospital are doing so in line with current legislation and CQC/ HIS/HIW best practice. This will include:
• Ensuring that DBS/ PVG checks have been carried out in line with current CQC/ HIS/HIW and Circle Health Group policy.
• Ensuring that all clinical staff have a current registration with the relevant professional body;
• Ensuring that documentation is held on file for each individual to evidence their right to work in the UK, and that this is updated as appropriate for individuals with limited leave to remain in the UK;
• Ensuring that all new recruits have been certified as fit to work by Occupational Health prior to their employment commencing.
• Ensure that all filing related to employees [or consultants] is stored securely and is electronically uploaded to EDM on a regular basis, and in line with current Circle Health Group policy
• Review and analyse the data in the monthly dashboard reports and act upon it /bring it to the attention of the relevant manager to act upon
• To process all new and existing DBS/ PVG applications in line with CQC/ HIS/ HIW guidelines (Care Quality Commission/ Health Improvement Scotland).
• Manage and coordinate all hospital Subject Access Requests (SARs), ensuring requests processed, and completed within statutory timescales and in accordance with data protection legislation and organisational policies.
• Provide comprehensive administrative and operational support to the Senior Management Team (SMT), assisting with the coordination of meetings, actions, communications, and projects as required.
• Attend meetings as required and prepare accurate and timely minutes, ensuring actions are documented, distributed, and followed up appropriately.
• Maintain ownership of the hospital's SSI (Surgical Site Infection) documentation, ensuring all information is complete, accurate, regularly reviewed, and kept up to date in line with organisational and regulatory requirements.

This is a full- time role for 37.5 hours per week. The role holder will be required to cover a flexible shift pattern.

Applicants should meet the following criteria:

• Maths, English GCSE at grades A to C or equivalent functional skills level 2 evidence.
• A HR qualification desirable but not essential
• A working and up to date knowledge of IT systems (to include Excel, PowerPoint and Word)
• Secretarial/organisational skills
• Professional telephone manner
• Fluent in English and good communication skills
• Excellent time management skills
• Competent in filing and archiving documents
• Able to handle work of a sensitive and confidential nature
• Excellent 'all round' communication skills with emphasis on interpersonal communication.
• The ability to deal effectively with internal and external customers at all levels - to be able to take a firm yet diplomatic approach where necessary whilst acting tactfully and demonstrate empathy
• Organisation and time management skills with the ability to 'think on your feet' in a pressurised environment
• Good problem solving skills with the ability to present solutions to problems raised
• Ability to remain positive and calm projecting a 'can do' attitude with the team
• To be adaptable and flexible
• Ability to work on own initiative and make decisions based on the protocols set down
• To undertake minutes and prepare paperwork for meetings as and when required
• Undertake adhoc tasks to support the Senior Team
• Dealing with very sensitive HR information discretion will have to be an absolute must.

in Sheffield is part of Circle Health Group, Britain's leading provider of independent healthcare with a nationwide network of hospitals & clinics, performing more complex surgery than any other private healthcare provider in the country.

Circle Health Group is committed to offering competitive starting salaries and access to a wide range of employee benefits, including:

• 25 days holiday per year + bank holidays, increasing to 30 days with service
• Private Pension Scheme
• Private Healthcare Scheme for treatment at our hospitals, covering pre-existing medical conditions
• Friends & Family Hospital Discounts
• Family Friendly policies, including enhanced Maternity, Paternity & Adoption pay
• Non-contributory life insurance
• Staff engagement hub with access to discounts and extensive rewards and voluntary benefits
• Access to resources, tools and services to support your wellbeing
• Employee recognition programmes
• Industry leading training and development opportunities
• …and much more!

Circle Health Group is committed to creating a diverse workforce offering inclusive opportunities for all our colleagues. Our definition of diversity goes beyond the established characteristics protected by the Equality Act, as we strive to attract candidates with diverse experiences, backgrounds, identities or expressions, skills, work styles…and more.

Circle Health Group are proud to be a Gold member of the Armed Forces Covenant, and we welcome applications from members of the Armed Forces Community. We are also part of The Valuable 500 and we pride ourselves in being a Disability Confident Employer.

We're passionate about creating an environment where our people can thrive, grow and develop professionally and personally. Our principles and values guide our colleagues to be selfless, compassionate, committed, collaborative, brave, agile, tenacious and creative and are at the core of our purpose and culture.