Medical Receptionist Administrator jobs

✨ Talent Acquisition and Vetting Administrator

Location: Hybrid role based in our Newcastle office

Hours: 40 hours per week

Salary: £29,581 p/a

Contract: Permanent

Future Shapers. Experience Makers.

About the Role

We’re looking for a proactive Talent Acquisition & Vetting Administrator to join our Resourcing team. In this role, you’ll supporting vetting, onboarding, and compliance activity across the recruitment lifecycle, ensuring all checks, documentation, and processes are completed thoroughly and in line with required standards.

You’ll play a key role in maintaining audit-ready records, managing compliance workflows, and ensuring a smooth and controlled onboarding experience. Alongside this, you’ll support the wider recruitment journey, helping to keep processes organised, efficient, and aligned to both internal policy and external regulatory requirements.

What you'll be doing:

• Delivering a positive, professional candidate and stakeholder experience across recruitment and vetting processes

• Taking ownership of end-to-end vetting administration, ensuring all mandatory and non‑negotiable checks are completed, signed off correctly and recorded in line with policy

• Managing the vetting sign‑off process, escalating any risks, gaps or delays to the appropriate team member in a timely manner

• Maintaining accurate and up‑to‑date vetting and recruitment trackers, ensuring records are audit-ready at all times

• Ensuring all onboarding documentation is issued, completed and returned within required timeframes ahead of proposed start dates

• Updating the recruitment tracker promptly following key milestones (offer, vetting completion, start date confirmation) to enable smooth onboarding and timely equipment set-up

• Preparing, coordinating and filing imposter checks on a new starter’s first day, ensuring all documentation is completed and stored correctly

• Supporting recruitment/sourcing activities as and when needed

• Proactively communicating with new starters ahead of day one to confirm readiness, resolve any outstanding issues and provide a warm, professional welcome

• Ensuring all candidate and new starter communications are fully documented and escalating any concerns or risks appropriately

• Supporting a range of activities across the Resourcing function, providing flexible administrative support to the Head of Talent and assisting with ad hoc tasks as required

Skills and Experience:

• Demonstrable administrative experience, ideally within a compliance, vetting, HR, or regulated environment

• Previous experience supporting pre-employment checks, vetting, or onboarding processes is highly desirable, or a strong willingness to learn and work within structured compliance frameworks

• Confidence managing documentation and issuing contracts via an ATS, ensuring accuracy and adherence to process

• Strong written and verbal communication skills, with the ability to liaise confidently with candidates and internal stakeholders while maintaining professionalism and discretion

• Highly organised and detail-focused, with the ability to manage multiple workflows and deadlines in a process-driven environment

• A clear understanding of confidentiality, data protection, and the importance of handling sensitive information securely

• Strong Excel skills, with experience maintaining trackers and ensuring accurate, audit-ready data

Minimum Criteria:

✅ Strong written and verbal communication skills, with the ability to handle sensitive information professionally

✅ Demonstrable compliance/vetting administrative experience, with a high level of attention to detail and accuracy, particularly when handling documentation

✅ Digitally confident, with experience using systems, databases, or trackers to manage records and maintain accurate data

✅ Proven ability to follow defined processes, work to strict standards, and meet compliance and regulatory requirements

✅ Comfortable managing a high volume of work in a fast-paced environment, showing resilience under pressure while consistently maintaining strong attention to detail and accuracy

Benefits Include:

• Flexible Enhanced Family Leave Pay - We offer eligible employees the option to spread their enhanced maternity, adoption, or shared parental leave pay evenly across their leave period. This means you can avoid months without pay at the end of your leave, giving you greater financial stability and peace of mind while you focus on your family.

• Generous Holiday Entitlement – 25 days annual leave plus 8 bank holidays, with the option to purchase an additional 5 days. In fixed-term contracts, this is calculated on a pro rata basis.

• Pension Scheme – 4% employee contribution matched by the company.

• Life Insurance – coverage of 4x your basic salary, offering peace of mind for you and your loved ones.

• 24/7 Health and Wellbeing Support – access to a virtual GP, mental health services, fitness programmes, and more through our WeCare platform.

• Exclusive Discounts and Offers – enjoy savings with leading brands via our MyRewards programme, including retailers such as Apple, John Lewis, and M&S.

• Vodaphone Discount - Receive up to 15% off pay monthly plans for you and up to five friends or family members. Offers include access to the latest handsets and are available to new Vodafone customers or existing customers at the end of their contract.

Diversity & Inclusion Statement:

It’s our differences that make our organisation stronger, and we work to ensure that all our colleagues’ voices are heard and that their aspirations are nurtured in a culture where people can grow and be 100% themselves every day, no matter their age, sex, gender, disability, ethnicity, sexuality, neurodiversity, or religion. Not only are we a Disability Confident Committed Employer, but we also believe in continuously strengthening our female talent, standing with the LGBTQI+ community and celebrating our multicultural workforce.