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C3IA is recruiting a Vetting Assistant to join the Head Office team in Poole. The Vetting Assistant plays a vital role in supporting the Vetting Officer with all administrative tasks related to the vetting process, both for our employees and our external vetting as a service clients. This includes handling sensitive documentation, ensuring compliance with relevant policies and procedures, and maintaining accurate records. The Vetting Assistant will be responsible for processing initial screenings and liaising with internal and external stakeholders to facilitate efficient vetting operations. This role sits within our overall business operations/shared service team and will provide insight into wider commercial operations of the business by liaising with our HR team, Commercial team and Client Delivery teams.
In addition to administrative support, the Vetting Assistant will take on some vetting responsibilities in the absence of the Vetting Officer, ensuring continuity and consistency in processes. This includes managing any questions with ongoing cases, sending security details to other Security teams when prompted, and providing timely updates to relevant parties. The role requires a high level of discretion, attention to detail, and the ability to work under pressure while handling confidential information.
This position is ideal for someone looking to develop their skills within a vetting environment, offering exposure to essential processes while working closely with experienced professionals. The Vetting Assistant will gain hands-on experience in all aspects of vetting administration, with opportunities to grow and take on additional responsibilities over time. This is a supportive, learning-focused role, perfect for an individual eager to build a strong foundation in security vetting.
This role requires the individual to hold a UK security clearance at SC, potentially DV in the future, for which the Government requires UK Citizenship, therefore the Vetting Assistant cannot have dual nationality and must be a sole UK National.
Key accountabilities and responsibilities:
* Conducting security appraisals for certain clearance levels
* Performing ID verification checks to confirm identity and documentation validity.
* Entering and maintaining personal details accurately in HubDrive.
* Sending out security information to relevant security teams upon request.
* Assisting with data organisation, including tidying systems and managing spreadsheets for the Vetting Officer.
* Reviewing and verifying documentation pre to security applications.
* Keeping a list and following up on applicants needing to send back information in order to chase.
* Managing confidential records in accordance with data protection regulations.
* Providing general administrative assistance to the vetting team.
Person Profile:
* 12-months of recent demonstrable administration experience is essential.
* Experience of working in a fast-paced commercial environment is essential.
* Experience in a similar role is desirable.
* A basic level of Maths and English (to GCSE A – C level or equivalent)
* Administration & Coordination – The ability to manage daily administrative operations, including scheduling, record-keeping, and correspondence to ensure smooth workflow.
* Data Management & Accuracy – To have maintained databases, verified information, and ensured accuracy and attention to detail in documentation and reporting.
* Ability to plan, prioritise and manage own time with limited day-to-day supervision, but know when to seek assistance or escalate. This includes balancing responsibilities and meeting short deadlines with a volume driven workload.
* Effective written and verbal communication skills with ability to adapt depending on audience; ability to explain technical issues in simple language to non-technical consumers is essential.
* Confidence and Resilience – the ability to manage challenges and difficult situations in a constructive way, ensuring positive outcomes.
* The ability to collaborate effectively with the wider team (resourcing, delivery management, HR, commercial, finance) ensuring seamless workflows and communication.
* Confidentiality – handling business information with discretion whilst always maintaining compliance GDPR.
If you are a proactive individual with excellent organisational skills and a passion for supporting business operations, we encourage you to apply for this exciting opportunity as Vetting Assistant.
Company Outline:
C3IA provides technical and security services to the public and private sectors specialising in system engineering, ICT, information assurance and National Cyber Security Centre (NCSC) certified cyber services. Established in 2006 the company has now grown to over 70 employees with additional services provided by an active network of over 100 Associates and numerous industry partners. Our Head Office and Operations functions include Finance, HR, Commercial, Compliance, Marketing, Enterprise ICT, Delivery and Prospect & Opportunity Management.
Our company has a clear purpose with a positive reputation and an approach to business that is rooted in our Ethos and Values. We are committed to the Armed Forces Covenant, Gold Award holder of the Employer Recognition Scheme, a UK Government critical defence supplier and corporate partner to a range of relatable charitable organisations. Within our diverse team, we have a high proportion of Armed Forces veterans and community members. We are committed to working as a Team and supporting each other to achieve our goals and ambitions to contribute to the security and prosperity of the UK.
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Full-time
* Industries
IT Services and IT Consulting
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