Vetting Co-Ordinator Full Time NEW

Company Description

No1 Lounges is an award-winning operator of pay-to-use airport lounges, serving over two million passengers annually. With locations in Birmingham, Gatwick, Heathrow, Jersey, and Luton, it operates four unique lounge brands: No1 Lounges, Clubrooms, My Lounge, and Club Aspire. Committed to making pre-flight lounging accessible to everyone, No1 Lounges offers stylish and inclusive premium experiences, regardless of ticket class or destination. The company fosters a culture of quality, customer service, and innovation, enriching travelers’ journeys.

Purpose

Provide efficient administrative support for the end‑to‑end vetting and onboarding process for airport lounge and head office staff. This role focuses on processing documentation, maintaining accurate records, coordinating with key stakeholders, and ensuring all information is compliant with airport vetting standards.

Key Responsibilities

1.    Administrative Case Processing

• Manage and update vetting cases from offer through to clearance.
• Carry out key administrative tasks, including:
• Recording and verifying Right to Work documents
• Logging identity documents and personal information
• Collecting 5‑year employment history and reviewing gap explanations
• Submitting and tracking DBS checks
• Uploading and organising documents such as passports, visas, and proof of address
• Ensure all information is accurately filed and prepared for airport pass submission.

2. Candidate Administration & Document Coordination

• Communicate with candidates to collect required documents promptly.
• Provide clear, easy‑to-follow instructions on documentation standards.
• Follow up on missing or incorrect information to keep files moving efficiently.
• Maintain a supportive and professional tone consistent with hospitality hiring.

3. Stakeholder Administration & Workflow Coordination

• Liaise with Recruitment, HR, and Lounge Managers to keep onboarding timelines aligned.
• Communicate with the Airport Pass Office regarding submissions and updates.
• Share status updates, highlight delays, and ensure smooth administrative handovers.
• Support recruitment cycles by organising file flow during peak periods.

4. Compliance, Accuracy & Quality Control

• Prepare accurate, audit‑ready vetting files aligned with airport authority requirements.
• Check documentation for errors, inconsistencies, or missing details before submission.
• Maintain confidentiality and adhere strictly to GDPR and internal data protection policies.
• Escalate potential issues or discrepancies for review by the Vetting Manager.

5. Data Management, Tracking & Reporting

• Keep trackers, spreadsheets, and system records fully up to date.
• Ensure all case notes and communication logs are maintained accurately.
• Assist with reporting on vetting progress, caseloads, and timelines.
• Contribute to improving administrative processes to reduce delays or bottlenecks

Key Attributes

• Ability to make decisions under pressure and to be able to prioritise workload.
• Be a clear and concise communicator.
• Excellent organizational and time management skills.
• Always uphold confidentiality with the team
• Good computer skills, working with Teams, Microsoft & Vetting Gateway
• Be welcoming and friendly with candidates  
• A team player, willing to support the business beyond the scope of their role
• Strong written and verbal communication skills
• Ability to work collaboratively in a fast-paced environment
• Happy to work independently or as part of a team

What’s on offer

• Contract type: full time, permanent
• Reports to: Vetting Manager
• Salary: £28,000
• This role is primarily remote working, however travelling to our lounge as required.
• 33 days annual leave, inclusive of bank holidays
• Health Cash Plan
• Free employee lounge access, and discounted access for friends and family
• Company pension scheme
• Employee Assistance Programme (EAP)