Workforce Compliance and Assurance Administrator

Job description

Job responsibilities

The Workforce Compliance and Assurance Administrator plays a key role in supporting the effective management of workforce information across Vertis Health. The position exists to ensure that workforce records, compliance data, staff information and personnel files are accurate, complete and trustworthy. By creating confidence in workforce data, the postholder helps managers, HR colleagues and operational teams access reliable information quickly, reducing administrative burden and allowing services to focus on the delivery of high-quality patient care.

This role is responsible for maintaining oversight of workforce records held within Sage HR, reviewing compliance trackers, reconciling staff lists and undertaking assurance audits of electronic personnel files. The postholder will identify discrepancies, investigate anomalies and take corrective action where evidence is available and authority permits. Where issues require management intervention, specialist judgement or further verification, the postholder will ensure actions are allocated to the appropriate individuals, monitored through to completion and verified once resolved.

The position requires a highly organised and detail-oriented individual who can analyse information from multiple sources, identify inconsistencies, maintain accurate records and communicate clearly with stakeholders at all levels. A proactive and methodical approach is essential, together with a commitment to ensuring workforce information supports compliance, governance and organisational effectiveness.

Main Duties and ResponsibilitiesWorkforce Data Quality and Management

The postholder will be responsible for maintaining the quality, accuracy and completeness of workforce information within Sage HR and associated workforce systems. This includes reviewing existing records, identifying missing or inaccurate information and ensuring employment changes are appropriately reflected in workforce data.

Key responsibilities include:

• Reviewing workforce reports and identifying data quality issues, including duplicate, missing, outdated or conflicting information.
• Ensuring starters, leavers and employee changes are accurately reflected within workforce systems.
• Monitoring agreed workforce data fields to ensure information remains complete and accurate.
• Producing workforce reports and data summaries to support operational and strategic decision-making.
• Working with managers and HR colleagues to resolve workforce data discrepancies.
• Supporting the development of a reliable central workforce record that can be used confidently across the organisation.
• Maintaining supplementary tracking systems where required and ensuring they remain aligned with Sage HR records.

Compliance Assurance and Monitoring

The Workforce Compliance and Assurance Administrator will support the organisation in maintaining confidence in workforce compliance arrangements by ensuring compliance tracking systems are accurate, complete and regularly reviewed.

Responsibilities include:

• Reviewing and maintaining workforce compliance trackers.
• Ensuring compliance records contain complete and accurate information.
• Monitoring review dates, status updates and compliance evidence.
• Undertaking routine assurance checks and recurring compliance activities.
• Following up outstanding actions with relevant managers or departments.
• Identifying duplicate, outdated or conflicting compliance tracking methods.
• Supporting the consolidation and improvement of compliance monitoring processes.
• Maintaining records of completed reviews and assurance activities.

The postholder will contribute to ensuring regulatory and organisational requirements can be evidenced through reliable workforce records and documentation.

Staff List Reconciliation

An important aspect of the role is maintaining confidence in workforce establishment information through regular staff list reconciliation activities.

The postholder will:

• Maintain awareness of authorised staff lists used across services, departments and teams.
• Compare staff lists against records held within Sage HR and other approved sources.
• Identify inconsistencies relating to staffing numbers, job roles, reporting lines, working hours, employment status or team allocations.
• Investigate discrepancies and work with relevant stakeholders to obtain clarification.
• Record actions taken and maintain audit trails of reconciliation activity.
• Monitor unresolved differences and ensure they remain visible until resolved.
• Support managers in correcting workforce information where inconsistencies are identified.

These activities help ensure that workforce information remains reliable for operational planning, reporting and workforce governance purposes.

Electronic Personnel File Audit and Assurance

The Workforce Compliance and Assurance Administrator will undertake regular audits of electronic personnel files to confirm that records are complete, accurate and stored appropriately.

Responsibilities include:

• Reviewing employee files against agreed checklists and organisational requirements.
• Ensuring required documentation is present, accessible and appropriately filed.
• Confirming that records are current, readable and linked to the correct employee.
• Identifying gaps, inconsistencies or filing issues within personnel records.
• Categorising issues according to their cause, including onboarding gaps, historic filing issues, missing documentation or process failures.
• Rechecking files following corrective action to confirm issues have been resolved.
• Supporting the organisation and maintenance of electronic filing systems.

The postholder will help ensure workforce information remains compliant, accessible and capable of supporting audit, governance and operational requirements.

Corrective Actions and Follow-Up

A key element of the role is ensuring identified issues are resolved effectively and within agreed timescales.

The postholder will:

• Correct information where reliable evidence exists and no specialist judgement is required.
• Update workforce records, trackers and electronic files as appropriate.
• Coordinate the resolution of issues requiring input from managers, HR colleagues or other stakeholders.
• Maintain clear audit trails showing actions taken and evidence used.
• Track outstanding actions and monitor progress against agreed deadlines.
• Verify that corrective actions have been completed appropriately.
• Escalate unresolved issues in accordance with organisational procedures.
• Ensure records accurately reflect completed actions and outcomes.

This work is essential in maintaining the integrity of workforce records and the reliability of organisational assurance processes.

Reporting and Governance

The postholder will provide accurate and timely assurance reporting to support workforce governance and organisational oversight.

Responsibilities include:

• Producing monthly reports on workforce data quality, compliance assurance and personnel file audit activity.
• Reporting on the number of issues identified, corrected, escalated and resolved.
• Highlighting areas of risk, recurring themes and emerging concerns.
• Escalating urgent or significant workforce compliance issues promptly.
• Supporting the preparation of quarterly summaries identifying trends and opportunities for improvement.
• Contributing to workforce governance discussions where appropriate.
• Assisting with organisational audits and information requests relating to workforce records.

The role will provide valuable assurance that workforce information remains reliable, secure and fit for purpose.

Continuous Improvement

The Workforce Compliance and Assurance Administrator will contribute to the ongoing improvement of workforce administration and assurance processes across Vertis Health.

This includes:

• Identifying opportunities to improve record management processes.
• Supporting the review and maintenance of standard operating procedures.
• Assisting in the development and updating of templates, guidance documents and record-keeping standards.
• Improving filing structures and information management practices.
• Supporting the effective use of Sage HR and related systems.
• Promoting best practice in workforce data quality and compliance assurance.
• Contributing to initiatives that reduce duplication, improve efficiency and enhance user experience for managers and employees.

Key Working Relationships

The postholder will build and maintain effective working relationships with:

Internal Stakeholders

• Head of HR and Development
• HR Operations Manager
• HR and Learning & Development Team
• Service Managers
• Clinical and Professional Leads
• Finance Team
• Payroll Team
• Information Governance Colleagues
• Quality and Performance Teams

External Stakeholders

• Professional Registration Bodies
• DBS and Occupational Health Providers
• Healthcare Partners and PCN Contacts
• Sage HR Support Teams
• Approved Screening and Compliance Providers

Person Specification

Judgement and Ownership

• Able to separate facts from assumptions, fix record and filing issues directly where appropriate, route underlying actions to the correct owner and recognise decisions that need HR, management or professional judgement.

• Experience coordinating corrective actions across several people or teams.

Experience

• Experience maintaining accurate people, customer, case or compliance records and correcting information that does not add up.

• Experience with workforce data, staff lists, HR systems or regulated records.

Qualifications

• Good standard of education including English and Maths, or equivalent experience. Evidence of continued learning relevant to administration, HR, data, quality or healthcare

• Level 3 qualification in HR, administration, data, quality or compliance

Checking and Assurance

• Able to compare different sources, check information against a clear standard and explain what is missing, inconsistent or unsupported.

• Employee-file audit, onboarding quality assurance, compliance checking or data-quality experience.

Organisation

• Able to manage recurring checks, reconciliation work, audits and follow-up within limited hours without losing accuracy.

• Experience working across multiple services, teams or workforce groups.

Communication

• Writes clear, human findings and asks for specific action without creating unnecessary noise. Can challenge incomplete work calmly and respectfully.

• Experience producing concise assurance reports, checklists or guidance.

values and conduct

• Understands that good records should enable good work, not create bureaucracy for its own sake. Will not mark unsupported work complete or create retrospective assurance

• Interest in healthcare quality, workforce improvement and reducing avoidable barriers for managers and staff.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Vertis Health

Address

38 Kenilworth Close

Crabbs Cross

Redditch

B97 5JX

United Kingdom

Employer's website

https://www.vertishealth.org.uk/