Documentation Officer jobs

Position: Document Control and Onboarding Officer

Number of hours: 40 Hrs/week Full-Time

Schedule: Monday–Friday, 9:00 AM–6:00 PM UK Time

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 targetAccuracy 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

Integrity & Accountability

Honesty and accountability are essential requirements for this position.

The Document Control & Onboarding Officer will be responsible for screening applicants and handling sensitive personal information, DBS documentation, references, and other important compliance records. The company must be able to rely on the successful candidate to carry out these responsibilities accurately, transparently, and responsibly.

The successful candidate is expected to take ownership of their work, maintain accurate records, follow company procedures, communicate truthfully about progress and outstanding requirements, and immediately raise any mistakes, discrepancies, or compliance concerns rather than allowing issues to go unreported.

Due to the serious and responsible nature of this role, integrity, reliability, and accountability are considered fundamental requirements for employment.

Pay: Php40,000.00 - Php45,000.00 per month

Benefits:

• Company Christmas gift
• Company events
• Opportunities for promotion
• Paid training
• Pay raise
• Staff meals provided
• Work from home

Work Location: Remote