Compliance Administrator

Support healthcare compliance and onboarding by ensuring nurses, healthcare assistants and other healthcare professionals are appropriately checked, documented and cleared before placement.

Cape Town | Hybrid – Wednesdays in office | Monday to Friday, 09:00–17:30 UK Time | R16,500 per month

ABOUT OUR CLIENT

Our client is a nursing agency operating within healthcare staffing. The agency places nurses, healthcare assistants and other healthcare professionals into work and maintains compliance processes relating to staff documentation, pre-employment checks, professional registrations, mandatory training and regulatory requirements.

The agency’s compliance function supports quality, safety and regulatory compliance, including applicable Care Quality Commission (CQC) requirements, safer recruitment practices, safeguarding, UK GDPR and the Data Protection Act 2018.

THE ROLE: COMPLIANCE ADMINISTRATOR

The Compliance Administrator will support the agency’s compliance and recruitment functions, ensuring healthcare professionals meet the necessary compliance requirements before being placed into work.

The role covers personnel records, mandatory training, DBS checks, professional registrations, right-to-work documentation, onboarding, audits and ongoing compliance monitoring. The Compliance Administrator will also provide an efficient and professional service to staff, clients and candidates while supporting safeguarding, patient safety and regulatory compliance.

KEY RESPONSIBILITIES

Staff Compliance and Documentation

• Collect, check, verify and maintain all required compliance documents for nurses, healthcare assistants and other healthcare professionals.
• Ensure personnel files are complete, accurate and up to date before staff are approved for placement.
• Verify identity documents, right-to-work evidence, employment history, references, qualifications and relevant professional registrations.
• Process and monitor Disclosure and Barring Service (DBS) checks, including appropriate barred-list checks where applicable.
• Track expiry dates for DBS checks, professional registrations, insurance documents, mandatory training certificates and other relevant documentation.
• Follow up with candidates regarding outstanding, missing or expired documents.
• Maintain compliance records in accordance with company procedures and applicable data protection requirements.

Recruitment and Onboarding Support

• Support the recruitment team with onboarding new nurses and healthcare staff.
• Conduct initial compliance checks and identify gaps in documentation.
• Ensure all required pre-employment checks are completed before candidates are cleared for work.
• Maintain accurate records of candidates’ compliance status and communicate outstanding requirements promptly.
• Liaise with candidates to explain compliance requirements and support them throughout the onboarding process.
• Update the agency’s recruitment and compliance systems regularly.

Regulatory and Quality Assurance

• Support the agency in meeting applicable regulatory requirements, including relevant CQC requirements where applicable.
• Keep up to date with changes to healthcare staffing regulations, safer recruitment practices and compliance procedures.
• Assist with internal compliance audits and quality assurance checks.
• Identify discrepancies, missing documents and potential compliance risks, escalating concerns to the Compliance Manager or Operations Manager.
• Support the preparation of documentation for client audits, inspections and regulatory reviews.
• Ensure compliance processes follow company policies, procedures and relevant legislation.

Training and Professional Registration

• Monitor mandatory training requirements for relevant staff.
• Maintain a training matrix showing completed, outstanding and expiring training.
• Notify staff and managers when refresher training or updated certificates are required.
• Verify professional registrations with the relevant regulatory body, including the Nursing and Midwifery Council (NMC), where applicable.
• Ensure relevant qualifications, competencies and professional requirements are appropriately documented.

Communication and Administration

• Respond professionally to compliance queries from candidates, clients and internal colleagues.
• Send reminders regarding outstanding documentation, expiring certificates and required checks.
• Maintain accurate electronic and paper records where applicable.
• Prepare regular compliance reports and updates for management.
• Assist with general administrative duties supporting the smooth running of the agency.
• Handle confidential information sensitively and in accordance with UK GDPR and the Data Protection Act 2018.
• Promptly report safeguarding concerns, suspected fraudulent documentation or compliance breaches through the appropriate company procedures.
• Undertake other reasonable administrative and compliance-related duties appropriate to the role to support the effective operation of the agency.
• Treat colleagues, candidates, clients and service users fairly, respectfully and without discrimination.

Key Performance Indicators

• Percentage of staff files completed before placement.
• Accuracy and completeness of compliance records.
• Timeliness of follow-up on outstanding documentation.
• Monitoring and management of expiring documents and training.
• Completion of allocated compliance audits and reports.
• Responsiveness to internal and external compliance queries.
• Adherence to company procedures and applicable regulatory requirements.

ABOUT YOU

Essential Requirements

• Previous experience in an administrative, compliance, recruitment or HR support role.
• Excellent organisational skills and strong attention to detail.
• Good written and verbal communication skills.
• Ability to manage multiple tasks, meet deadlines and prioritise workloads effectively.
• Competent in Microsoft Office, email and electronic record-management systems.
• Ability to handle confidential information responsibly.
• Proactive approach to identifying and resolving compliance gaps.
• Ability to work independently and as part of a team.
• Professional, reliable and methodical approach to work.
• Excellent attention to detail and accuracy.
• Strong planning and time-management skills.
• Effective communication and relationship-building skills.
• Good problem-solving and organisational abilities.
• High levels of confidentiality, integrity and professionalism.
• Ability to work under pressure in a busy recruitment environment.
• Commitment to safeguarding, patient safety and high-quality healthcare staffing.
• Commitment to safeguarding children and vulnerable adults, promoting patient safety and maintaining professional standards.

Desirable Requirements

• Previous experience within a nursing agency, healthcare recruitment agency, care provider or similar regulated environment.
• Knowledge of CQC requirements and safer recruitment practices.
• Experience processing DBS checks and verifying right-to-work documentation.
• Familiarity with NMC registration checks and healthcare mandatory training requirements.
• Knowledge of UK GDPR and data protection principles.
• Experience using recruitment, HR or compliance management software.