HR Compliance Co-Ordinator

Ramboll; Southampton; On-site; GBP 28,000 - 36,000; Full time

Job summary

Ramboll in the United Kingdom is seeking an HR Compliance Co-ordinator to support security clearance and onboarding for new employees. You will manage end-to-end pre-employment screening, vetting, and right-to-work activities in line with company policy and UK standards.

The role involves coordinating vetting applications, maintaining confidential records, and ensuring timely onboarding to support project mobilisation.

Qualifications

• Experience in HR admin, onboarding, vetting or employee lifecycle processes.
• Strong organisational skills; able to manage multiple cases.
• High attention to detail; handling sensitive data.
• Strong interpersonal and communication skills.
• Ability to work to deadlines in fast-paced environments.
• Experience with GDPR and data handling.

Responsibilities

• Coordinate vetting applications for current and new hires.
• Process references and checks for DBS, right-to-work, identity verification, and other screening.
• Act as point of contact for candidates, hiring managers, and screening providers.
• Track clearance status and onboarding milestones.
• Maintain confidential records in HR and vetting systems.
• Ensure compliance with GDPR and client security obligations.
• Escalate delays or non-compliance to HR or stakeholders.
• Produce reports on onboarding and clearance progress.
• Assist with policy updates and training materials.

Skills

HR administration

Onboarding

Vetting processes

GDPR compliance

Data handling

Communication skills

Organisational skills

Confidentiality

Tools

HR systems

Spreadsheets

Case trackers

Job description

Job Description

HR Compliance Co‑ordinator, working within HR dept focusing on security clearance & onboarding. Responsible for coordinating and supporting the end-to-end pre-employment screening and security clearance process for new employees joining the business. The role ensures that all onboarding, vetting and right-to-work activities are completed accurately, on time, and in line with company policy, client requirements and UK regulatory standards.

Key Responsibilities

• Coordinate the applications for current and new hires requiring vetting.
• Process required references and checks for DBS, employment, education, right-to-work, identity verification and other screening requirements.
• Act as a point of contact for candidates, hiring managers, HR colleagues and external screening providers on vetting progress and requirements.
• Track clearance status and onboarding milestones to ensure timely mobilisation of employees onto projects.
• Maintain accurate and confidential employee records in HR and vetting systems.
• Ensure compliance with GDPR, internal data-handling requirements and client-specific security obligations.
• Escalate delays, risks or non-compliance issues to the relevant HR or business stakeholders.
• Produce regular reports on onboarding and clearance progress, bottlenecks and completion rates.
• Help improve HR and vetting processes to increase efficiency, accuracy and candidate experience.
• Support audits and internal reviews related to personnel security, onboarding and employment compliance.
• Work closely with recruitment teams and business managers to align start dates with clearance timelines.
• Guide new & existing employees on the requirements for various vetting checks.
• Assist with policy updates, process documentation and training materials related to onboarding and screening.

Mandatory Requirement

• Due to the nature of the work and position you will be required to pass key UK National Security Level Clearance.

Key Relationships

• HR team
• Recruitment / Talent Acquisition
• Hiring managers
• Business Operations / Security teams
• External screening and vetting providers
• Candidates and new employees
• Client security representatives, where applicable

Skills And Experience

• Experience or understanding of HR administration, staff onboarding, vetting or employee lifecycle processes.
• Strong organisational skills and ability to manage multiple cases at the same time.
• High attention to detail and accuracy when handling sensitive data.
• Strong interpersonal and communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Comfortable working with HR systems, spreadsheets and case trackers.
• Able to work to deadlines in a fast-paced project environment.

Personal Attributes

• Reliable and process-driven
• Calm under pressure
• Proactive and solution-oriented
• Strong customer service mindset
• Trustworthy with sensitive information

Success Measures

• Timely completion of onboarding and clearance activities
• Accuracy and completeness of employee records
• Reduction in delays to project mobilisation
• Positive candidate and hiring manager experience
• Compliance with internal and client security requirements

Work at the heart of sustainable change

Ramboll is a global architecture, engineering and consultancy company. We believe that the purpose of sustainable change is to create a thriving world for both nature and people. So, that’s where we start – and how we work. At Ramboll, our core strength is our people, and our history is rooted in a clear vision of how a responsible company should act. Being open and curious is a cornerstone of our culture. We embrace an inclusive mindset that looks for fresh, diverse, and innovative perspectives. We respect, embrace, and invite diversity in all forms to actively cultivate an environment where everyone can flourish and realise their full potential.

Ramboll in the United Kingdom

Founded in Denmark, Ramboll is a foundation-owned people company. Ramboll has a proven track record of sustainable and responsible business and is a top ten engineering and environmental and sustainability consultancy in the UK, with around 2,000 employees across 16 offices working towards a more sustainable future. Ramboll experts deliver innovative solutions across Buildings, Transport, Environment & Health, and Energy. Strong values guide what we do and drive an inclusive, collaborative, and highly flexible culture that values people and ideas. Explore and nurture your own passion, expertise, and creativity at Ramboll through work that benefits our people, partners, nature, and society.

An equal opportunity employer

Equality, diversity, and inclusion is at the heart of what we do. At Ramboll, we believe that diversity is a strength and that different experiences and perspectives are essential to creating truly sustainable societies. We are committed to providing an inclusive and supportive work environment, where everyone is able to flourish and reach their potential. We invite applications from candidates of all backgrounds and characteristics, in addition to the Protected Characteristics as set out in the Equality Act, (2010). As a Disability Confident Committed employer, Ramboll ensures opportunities are accessible to candidates with disabilities. Please reach out to our recruitment team to discuss any adjustments that you might require during the application process. We also know how important it is to achieve the right balance of where, when, and how much you work. When you join Ramboll, you’ll have the ability to work your hours flexibly through our positive and inclusive approach to work.

Additional Information

All your information will be kept confidential according to EEO guidelines.