GRAHAM Group
Security Vetting Administrator
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About The Role
Job Title: Security Vetting Administrator
Reporting To: Group Security Vetting Manager
Division: Central
Location: Hillsborough / Glasgow – UK wide cover with occasional travel requirements.
Contract Type: Permanent
Benefits: Pension, Life Assurance Scheme, 35 days holiday (including bank holidays), Subsidised Healthcare
Job Summary
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.
Job Description
Key Responsibilities
- 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, organize, 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.
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Personal Attributes
- 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 year's 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.
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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:
- Email: [email protected]
- Phone: 07384 916355
Role
As a Disability Confident Employer, we guarantee an interview to disabled applicants who meet the minimum essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please contact Louise Hunter, Resourcing Manager, at:
- Email: [email protected]
- Phone: 07384 916355
We are only able to consider applications from individuals who are eligible to live and work in the UK, as per Home Office regulations. Please check your eligibility with the regulations before applying. Individuals with a current time-restricted right to work in the UK should contact the Human Resources team in the first instance.
A basic disclosure may be requested if security clearance is required by 3rd party clients and a criminal record will not necessarily be a bar to obtaining a position. Our Access NI/Vetting and Barring Scheme Policy and Policy on the Recruitment of Ex-Offenders is available upon request.
GRAHAM reserves the right to carry out checks to ensure the validity of an applicant’s experience and/or qualifications and we expect all applicants to comply with any such requests for information. Failure to do so or evidence of any falsification of information will lead to either removal from the recruitment process or if already in employment, potential termination of contract through the company disciplinary procedure.
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