Compliance Job Description
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Job Description – PK education Ltd
Title: Compliance Administrator
Reports to: Branch Manager and National Compliance Manager
Based at:
Job Purpose:
To suitably clear candidates to work with vulnerable groups in line with compliance guidelines from REC
Audited Education, DBS framework, Dfe and Local Preferred Supply frameworks (where applicable)
Specific Duties and Key Responsibilities:
1. To confirm education consultants interview times and dates with relevant candidate to review CV,
obtain reference details, confirm documentation required for registration and ensure candidates has
completed candidate profile.
2. Meet and greet candidate on relevant date at relevant time. Review candidates most recent DBS
certificate and establish if they need to apply for a new DBS certificate or are subscribed to the DBS
Update Service where PK education can complete a DBS status. Obtain and take a certified copy of
two valid forms of ID, proof of National Insurance, two valid proofs of address, qualification
certificates and any other documentation required in line with PK education’s compliance procedures.
3. Ensure candidate has a full comprehensive CV without any employment or educational gaps with two
years complete reference details.
4. Once points 1, 2 and 3 are successfully completed the candidate registration and interview is taken
over by the relevant education consultant.
5. Once point 4 is completed, education consultant hands over registration pack to the compliance
administrator to complete the compliance process.
6. Check file is in order. Change the candidate’s status from pre-registered to pending on Adapt.
Ensure all relevant fields on adapt are completed correctly, check all relevant references have been
sent or obtained. Complete new DBS or Update Service check, List99, all forms in the registration
Compliance Job Description
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pack are signed and fully completed. Complete Registration Checklist to verify all documentation
needed. Complete Teaching Agency check (where applicable).
7. Update the candidate upon clarity list, detailing items still required to make compliant.
8. If the file is not ready for sign off at this point place in a secure, lockable cabinet headed ‘pending’.
9. Once the outstanding items are successfully returned ensure checklist is completed and signed off.
10. Candidate is changed from ‘Pending’ to ‘Active’ on adapt an email is generated informing the
candidate they are now ready for work. Copy in the relevant education consultant making them
aware of the candidate’s status.
11. Place the file now ‘Active’ file into the active section of the filing cabinet
12. If the file is completed to a ‘Pending Usable’ level (to provide forthcoming certificates) change to
‘Pending Usable’ on adapt and place into the ‘Pending Usable’ section of the filling cabinet.
13. To weekly review annual checks, List99, Teaching Agency Check, Annual Reference, Annual Forms
(Statement of Medical Fitness, Contract of Engagement and Filtering of Criminal of Convictions)
required and undertake where relevant to keep registration file compliant.
14. Continually updating clarity list and chasing outstanding documentation where applicable with a goal
of making each candidate compliant for work in the shortest amount of time possible.
15. Complete three months checks on a weekly basis by accessing spreadsheet on adapt. Send out
spreadsheet to Branch Manager and education consultants informing of candidates who are nearing
the need to be re-registered as the candidate has not worked for PK education for three months.
16. Any candidates who pass the three month working rule will need to be re-registered and follow points
one to twelve to ensure the candidate is compliant for work.
17. As and when required change the status of candidates who no longer work for PK education and file
these in the section of the designated filing cabinet ‘Permanent’.
18. Ensure that all filing cabinets (pending, pending usable, active, permanent) have candidate’s files
stored alphabetically accordingly.
19. Successfully pass termly internal audits and any other ad hoc compliance inspection.
20. Successfully pass the compliance element of ad hoc REC Audited Education audit and other external
compliance based audit.
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Communicating:
Reports to and individual Branch Manager and National Compliance Manager and communicate on a daily
basis with individual team.
Planning and Organising:
To plan and orangise a daily/weekly diary to ensure all candidates receive equal attention regarding their
registration.
Managing Information and General Administration:
Ensure Adapt, clarity list, white board and candidates file are all complete and updated regular as need be.
In accordance with the Data Protection Act ensure all files are stored alphabetically in lockable cabinets.
Evaluating and Decision Making:
Evaluate the validity of each registration file and prioritise accordingly. Use sound decision making skills to
obtain missing information and documents to ensure speed of making compliant.
Financial Budgeting and Control:
Ensure all candidates pay for own DBS where applicable. Payments to be taken by cash, cheque or debit or
credit card. Debit or credit card payments to be processed by Compliance Administrator or Branch Manager.
Cash or cheques are collated by Compliance Administrator, kept in a secure manner (lockable box placed
into a lockable cabinet) and passed to finance department with candidate details as soon as possible
Monitoring and Reporting of Information:
Monitor candidates to ensure they are compliant in the shortest amount of time possible
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Producing:
Effective communication with all internal and external stakeholders
Maintaining:
Validity of relevant existing database
Quality Control:
Ensuring all candidates placed meet compliance standards specified and conduct regular self-internal audits
to confirm
Health and Safety:
Comply with PK education Health and Safety policy
Equipment and Systems:
To be a competent user of:
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Adapt
External programs to complete relevant checks. These include; UK CRBs, Teachers Pensions, Teaching
Agency and World Pay
Microsoft Outlook
Microsoft Excel
Microsoft Word
Microsoft PowerPoint
PK education website and Intranet
Social Media (if applicable)
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Creating and Developing:
Evaluating processes and suggesting improvements to increase efficiency as and when. Attend internal and
external training when required.
Self-development:
Continually looking to improve self and re-evaluate work performance. Attend monthly meeting with National
Compliance Manager and regular meeting with Branch Manager. Attend annual appraisal meeting.