About the role
Document Control and Onboarding Officer
Hours Per Week: 40 Hrs/week Full-Time Monday–Friday, 9:00 AM–6:00 PM UK Time
Salary : TBD
Core Competencies:
Ethics. Works with integrity; Upholds organizational values
Dependability. Follows instructions, and responds to management direction; results oriented and committed to achieving objectives and tasks as required
Teamwork and Collaboration. Exhibits objectivity and openness to other’s views; Gives and welcomes feedback; Contributes to building a positive culture. Communicates effectively
Professionalism. tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration; Accountable for all actions and decisions
Organizational Support. Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values
Quality Management. Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness
Decision Making. Analyzes each situation, looking for opportunities to make any situation more beneficial for the company. Participates effectively in communication to achieve optimum results
Job Overview:
We are looking for a highly organised, proactive, honest, and accountable Document Control & Onboarding Officer to manage the screening, onboarding, and document compliance process for interpreters.
The successful candidate will be responsible for screening applicants, including assessing their English communication and fluency, strategically identifying suitable interpreters from our existing database, progressing candidates through the onboarding process, and ensuring all required documentation, references, and compliance requirements are complete and up to date.
The role also requires a good working knowledge of the UK Disclosure and Barring Service (DBS) process, including checking whether applicants hold the appropriate valid DBS documentation and assisting or guiding them through the application process where a new DBS check is required.
This is a fast-paced, target-driven and highly responsible role. The successful candidate will be trusted with sensitive applicant information and important compliance processes, making honesty, accountability, accuracy, attention to detail, and consistent follow-up essential requirements for the position.
Tasks required:
Onboard at least 50 new interpreters per day from the existing interpreter database.
Review the existing database and strategically identify interpreters who are suitable for available opportunities.
Contact and engage existing interpreters to progress them through the screening and onboarding process.
Screen applicants as part of the onboarding process to determine their suitability for interpreter opportunities.
Assess applicants’ spoken and written English communication skills and fluency to ensure they meet the required standard for the role.
Ensure all required interpreter documents and information are complete, accurate, valid, and up to date.
Review applicants’ DBS documentation and confirm that they hold the appropriate and valid DBS check required for their role.
Understand the UK DBS process and identify when an applicant needs to apply for a new or updated DBS check.
Guide applicants through the necessary DBS application or renewal requirements where applicable and follow up until the required documentation has been received.
Follow up with interpreters regarding missing, expired, invalid, or incomplete documentation.
Contact referees directly to request and obtain the required reference copies or confirmations for interpreters.
Chase outstanding references and ensure all required reference checks are completed and properly documented.
Maintain accurate and organised records of interpreter documentation, screening results, DBS status, references, and overall onboarding progress.
Monitor document expiry dates and proactively request updated documents where required.
Advertise available interpreting opportunities to suitable interpreters within the existing database.
Strategically match available opportunities with interpreters based on language, experience, availability, qualifications, compliance status, and other requirements.
Coordinate the entire onboarding process from initial screening and contact through to successful completion.
Follow up consistently with interpreters, referees, and other relevant parties to minimise delays and maintain a strong onboarding pipeline.
Ensure all screening, onboarding, DBS, reference, and documentation records comply with company processes and requirements.
Work closely with the wider operations and recruitment teams to support interpreter requirements.
Provide regular and accurate updates on screening and onboarding activity, progress, outstanding documents, DBS checks, references, and daily targets.
Maintain strict confidentiality and handle interpreter information, documentation, and personal data responsibly and appropriately.
Take ownership of assigned responsibilities and promptly raise any errors, discrepancies, compliance concerns, or outstanding issues.
Key Performance Target
The primary performance target for this role is to successfully onboard a minimum of 50 interpreters per day from the company’s existing database.
Success will not be measured by volume alone. The quality and completeness of each onboarding process are equally important. Performance will therefore be assessed based on:
Achievement of the daily onboarding target
Accuracy and completeness of interpreter documentation
Proper applicant screening and assessment of English fluency
Correct handling and verification of DBS requirements
Completion of required reference checks
Accuracy of database and onboarding records
Consistent and effective follow-up
Compliance with company processes
Honesty, accountability, and ownership of responsibilities
Requirements:
Previous experience in onboarding, administration, document control, recruitment coordination, compliance, or a similar role.
Working knowledge of the UK Disclosure and Barring Service (DBS), including DBS validity, checking requirements, and the application or renewal process.
Experience screening or assessing applicants would be an advantage.
Ability to confidently assess applicants’ spoken and written English communication and fluency.
Strong administrative and organisational skills.
Excellent attention to detail and accuracy.
Strong written and verbal English communication skills.
Confident and professional when communicating with interpreters, applicants, and referees.
Comfortable contacting references directly and consistently following up to obtain required documentation.
Able to manage a high volume of records, documents, applications, and communications efficiently.
Strong follow-up skills and the ability to work toward daily targets without compromising accuracy or compliance.
Comfortable working with databases, spreadsheets, document management systems, and other digital tools.
Able to prioritise tasks and manage multiple screening and onboarding processes simultaneously.
Self-motivated, proactive, and able to work independently in a remote environment.
Experience working with recruitment, interpreter services, healthcare, DBS/compliance processes, or regulated documentation would be an advantage.
Key Skills & Attributes:
Honest, trustworthy, and accountable
Strong sense of responsibility and ownership
Highly organised and methodical
Excellent attention to detail
Target-driven and results-focused
Strong applicant screening skills
Strong English communication and assessment skills
Knowledge of UK DBS requirements and processes
Strong reference-checking and follow-up skills
Proactive and resourceful
Good time management
Comfortable handling confidential and sensitive information
Able to work efficiently under pressure
Strong database and document management skills
Able to identify and report errors or compliance concerns promptly
Team-oriented with a positive and professional approach