Compliance & aftercare coordinator

The role centres on ensuring every worker is fully compliant before starting an assignment, supported throughout their placement, and accurately recorded within internal and client-facing systems. It blends administration, candidate care, quality assurance, and process management across CRM and VMS platforms.

Role Overview

The Candidate Compliance & Aftercare Coordinator is responsible for managing the full precontract compliance process, maintaining accurate worker records, supporting candidates throughout their assignments, and ensuring all inspection and timesheet documentation is processed correctly. The role requires strong organisation, attention to detail, and confident communication with candidates, hiring managers, and internal teams.

Key Responsibilities

1. PreContract Compliance

 Issue offer letters confirming agreed rates, start dates, contract lengths, and required compliance documentation.

 Provide and process our registration forms and request reference details.

 Complete all compliance checks and accurately log information across the CRM and VMS portals.

 Collect, verify, and store required documentation, including:

o Our registration form

o Driving licence, car MOT, car insurance, and vehicle details

o Proof of qualifications

o Righttowork verification (Credas or share code)

o DBS checks (where applicable)

o Umbrella KID documentation

o Reference details and completed references

o DVLA licence checks

o Reengagement forms

o Confidentiality, training, medical, drug & alcohol, criminal convictions, reference sharing, and equipment return declarations

o Candidate photo for ID badge creation

2. Candidate Aftercare

 Act as the first point of contact for workers experiencing timesheet or payment issues, liaising with relevant internal and external teams to resolve queries.

 Monitor weekly timesheet submissions, contacting workers who have not submitted and chasing unauthorised timesheets with hiring managers or VMS

contacts.

 Manage pay advance requests, ensuring any VMSapproved timesheets received after 12pm on Tuesdays are escalated to the finance team.

 Conduct weekly checkins with candidates to provide ongoing support and maintain strong working relationships.

3. Statement of Works Administration

 Track and monitor worker inspection submissions, ensuring written inspection reports are scanned and stored correctly.

 Crossreference inspection reports with timesheet submissions to ensure accuracy and compliance.

 Select 10% of weekly inspection reports for Quality Assurance Officer review and signoff.

 Submit all inspection reports to the client, ensuring each report is sent in an individual email.

4. Candidate Database Management

 Support the qualification of new candidates using a structured question set to assess suitability.

 Ensure accurate coding and categorisation of candidates within the database.

 Upload and maintain candidate CVs, ensuring both formatted and unformatted versions are stored correctly.

Skills & Attributes

 Strong organisational and administrative skills with excellent attention to detail.

 Confident communicator able to build rapport with candidates and liaise professionally with clients and internal teams.

 Ability to manage multiple tasks, deadlines, and systems simultaneously.

 Proactive approach to problemsolving and process improvement.

 Competent using CRM and VMS platforms (training provided).