Job Title: Compliance Officer (Full-Scope)

Department: Compliance
Reports to: Operations Head / Managing Director
Company: Pro Staffing
Location: Remote

Purpose of the Role

This is a hands-on and strategic role responsible for leading, managing, and delivering the full compliance function for Pro Staffing. The Compliance Officer ensures all candidates are vetted, documented, and cleared for work in accordance with NHS, local authority, and private healthcare requirements.

The role combines both action and accountability — managing day-to-day compliance processing while maintaining continuous audit readiness, system accuracy, and communication with internal and external stakeholders.

Key Responsibilities

1. Candidate Compliance Management

• Act as the primary point of contact for all candidates regarding compliance documentation, onboarding, and re-validation.
• Collect, verify, and store required compliance documentation securely (Right to Work, DBS, PIN checks, mandatory training, references, qualifications, etc.).
• Conduct end-to-end candidate vetting, ensuring every worker is fully compliant prior to placement.
• Manage the full lifecycle of compliance — from initial registration through renewals, audits, and ongoing monitoring.
• Keep candidate files accurate, complete, and audit-ready at all times.

2. Systems and Record Management

• Maintain and update all candidate records across SharePoint, Parim, and compliance trackers.
• Create, monitor, and update compliance dashboards to track progress, expiries, and gaps.
• Ensure data integrity, confidentiality, and GDPR compliance in all records and communications.
• Manage digital storage structures and file naming conventions to ensure efficient document retrieval.

3. Quality Assurance and Audit Readiness

• Ensure 100% of candidates meet the required standards before assignment.
• Conduct monthly PIN and DBS checks, flagging and actioning any discrepancies immediately.
• Manage mandatory training records — schedule renewals, chase completions, and maintain certificates.
• Prepare, lead, and respond to internal and external audits (CQC, NHS frameworks, ISO inspections).
• Produce monthly compliance reports summarising candidate status, expiries, and overall compliance performance.
• Review and update internal compliance SOPs to reflect regulatory or client-specific changes.

4. Stakeholder Communication

• Work closely with recruiters, account managers, and operations to ensure candidate readiness before placement.
• Communicate proactively with candidates to resolve outstanding documentation issues and guide them through compliance requirements.
• Liaise with clients to clarify framework-specific requirements or provide compliance evidence as needed.
• Escalate risk or non-compliance cases promptly to senior management with clear recommendations.

5. Continuous Improvement

• Monitor trends and gaps in candidate documentation and propose process improvements.
• Streamline onboarding and compliance workflows for efficiency and speed.
• Develop and maintain updated compliance templates and checklists.
• Stay informed on legislative changes affecting healthcare recruitment, including Right to Work, DBS, and safeguarding requirements.
• Drive digital efficiency by working with internal IT/Zoho teams to automate repetitive compliance tasks where possible.

Skills & Experience

• Proven experience in a healthcare recruitment compliance role (end-to-end responsibility preferred).
• Strong understanding of NHS, local authority, and private healthcare compliance standards.
• In-depth knowledge of DBS, PIN checks, Right to Work, mandatory training, and Safer Recruitment guidance.
• Exceptional organisational skills and attention to detail.
• Strong written and verbal communication skills; able to explain compliance clearly to non-technical audiences.
• Proficient in SharePoint, Excel, and ATS or compliance systems (Parim experience desirable).
• Working knowledge of GDPR, data protection, and CQC/NHS audit frameworks.

Values Alignment

This role directly reflects Pro Staffing’s core values:

• Respect – treating every candidate and client with fairness and professionalism.
• Collaboration – working cross-functionally with recruitment, operations, and leadership.
• Innovation – continuously improving compliance processes and adopting automation.
• Transparency – maintaining full visibility of compliance status and audit readiness.

Typical Workflow

• Candidate registers → Compliance Officer contacts for documents.
• Documents collected, verified, and stored in systems.
• DBS, RTW, and PIN checks completed and logged.
• Candidate marked compliant → recruiter notified.
• Monthly audit, report generation, and document expiry checks.
• Continuous process improvement and training updates.

Reporting Lines

• Reports directly to Operations Head / Managing Director.
• Collaborates closely with Recruitment Consultants, HR Manager, and Quality & Compliance Manager (PE Group).

Job Type: Full-time

Pay: From R20 000,00 per month

Work Location: Remote

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