Security Vetting Administrator

The Security Vetting Administrator will provide administrative support to the Security Vetting Team, assisting with the efficient delivery of vetting and screening processes across GRAHAM and its supply chain. The role will focus on supporting disclosure applications, maintaining accurate records, uploading documentation, monitoring progress of applications, and ensuring compliance with company procedures and data protection requirements. The postholder will interact with employees, subcontractors, clients, and external screening providers, ensuring enquiries are handled professionally, promptly, and confidentially. The successful candidate will receive training and development opportunities to build knowledge of security vetting processes, with the potential to progress into a Security Vetting Co-ordinator role in the future.,

• Support the preparation, submission and monitoring of Disclosure applications through AccessNI, DBS and Disclosure Scotland for employees and supply chain personnel.
• Collate, review and upload documentation required to support BPSS screening requirements.
• Support the completion of BPSS verification activities following completion of training and competency requirements.
• Maintain accurate vetting records, trackers, databases and filing systems, ensuring information is complete and up to date.
• Upload, organise and maintain vetting documentation within SharePoint and other approved record management systems.
• Monitor outstanding applications and proactively follow up with applicants, managers and third-party providers to ensure timely completion.
• Issue routine communications to employees, subcontractors and stakeholders regarding vetting requirements and application progress.
• Assist with responding to general vetting enquiries, escalating complex or sensitive matters to the Security Vetting Co-ordinators or Group Security Vetting Manager as appropriate.
• Support the administration of security clearance aftercare activities, including tracking review and renewal dates.
• Produce and maintain weekly and monthly reports relating to disclosure activity, BPSS screening, security clearances and application status.
• Monitor expiring clearances and coordinate renewal reminders with relevant stakeholders.
• Support continuous improvement activities by assisting with data cleansing, record audits and process reviews.
• Work collaboratively with Security Vetting Co-ordinators to ensure vetting activities are completed efficiently and within agreed service levels.
• Provide general administrative support to the Security Vetting Team as required., This job description is intended to give the post holder an appreciation of the role envisaged for the Security Vetting Administrator and the range of duties to be undertaken.
It does not attempt to detail every activity. Specific tasks and objectives will be agreed with the post holder at regular intervals. Our Commitment At GRAHAM, we are proud to say that we are a committed Equal Opportunities Employer and we aim to be the first choice for people from all backgrounds. We seek to promote respect for the individual and equality of opportunities. We believe that everyone should be treated solely on the basis of personal merit and contribution throughout their GRAHAM career journey and not on the value of artificial barriers, prejudices, or preferences. If you require any adjustments or accommodations during the application or interview process, please let us know. We welcome applicants from all backgrounds. We are dedicated to making our policies and guidance accessible to all applicants and employees. If you need this document in an alternative format, such as large print, audio, or braille, please contact us at:
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  Organised and Detail-Oriented - Maintains accurate records, manages multiple tasks effectively, and delivers work to a high standard with excellent attention to detail.
• Professional Communicator - Communicates clearly, courteously and professionally with colleagues, applicants and external stakeholders, handling sensitive information with discretion.
• Collaborative and Proactive - Works effectively as part of a team, takes ownership of assigned tasks, and actively follows up on actions to support the successful delivery of vetting activities.
Essential Criteria
• Minimum of 1 years' experience in an administrative, HR, compliance, customer service or similar office-based role.
• Demonstrable understanding of confidentiality, data protection principles and the importance of handling sensitive information appropriately.
• Strong written and verbal communication skills, with the ability to interact professionally with a range of stakeholders.
• Proven ability to organise workloads, manage competing priorities and meet deadlines in a fast-paced environment.
• High level of accuracy and attention to detail when maintaining records and processing documentation.
• Proficient in Microsoft Office applications, including Word, Excel and Outlook, and comfortable using digital systems and databases.
• Completion of internal vetting training or participation in structured programmes.
• British National (or Dual National where one nationality is British) and willing to obtain Security Clearance (SC) if required for the role.
• Willingness to undergo disclosure and vetting checks and to participate in training and development activities.
Desirable Criteria
• Previous experience within a security vetting, screening, compliance or HR environment.
• Experience using AccessNI, DBS, Disclosure Scotland or similar administrative systems.
• Experience maintaining records, databases or SharePoint sites.
• Experience producing reports or management information using Excel or other reporting tools.
• An interest in developing a career within security vetting and screening.