JOB DESCRIPTION: Administrative Team Leader Detailed role profile and operational 

ROLE PURPOSE

The Administrative Team Leader will lead a remote team of five Administrators providing recruitment, induction, compliance, and workforce administration support across multiple UK sites.

The postholder will act as the principal link between the remote administrative function and UK onsite teams. They will ensure instructions are clearly understood, operational priorities are communicated effectively, and all required administration is completed accurately and within agreed deadlines.

This is a hands-on leadership role requiring exceptional communication, organisation, efficiency, and attention to detail. The Administrative Team Leader will manage both their own workload and that of their team, maintaining clear oversight of progress throughout the working day.

They will be expected to identify risks or delays early, redistribute work when necessary, and ensure daily tasks are completed without avoidable rollover. Where a deadline cannot be achieved, this must be communicated promptly alongside the reason, outstanding actions, and a clear recovery plan.

Schedule:

WORKING HOURS Monday to Friday, 8:00am–5:00pm UK time

TEAM LEADERSHIP AND PERFORMANCE

• Lead, support, and manage a team of five Administrators.
• Translate UK operational requirements into clear daily priorities for the administrative team.
• Allocate work according to site requirements, induction volumes, deadlines, and individual team capacity.
• Set clear daily targets and ensure every team member understands their responsibilities.
• Monitor progress and productivity throughout the day rather than relying solely on end-of-day reporting.
• Identify areas where work is falling behind and take immediate corrective action.
• Redistribute workloads when priorities change, volumes increase, or additional support is required.
• Ensure appropriate coverage during breaks, planned absence, and periods of increased operational demand.
• Conduct regular quality checks on work completed by the team.
• Identify and address concerns relating to accuracy, productivity, communication, or performance.
• Provide coaching, guidance, and process support to improve individual and team performance.
• Maintain a consistent standard of work across the team.
• Remain operationally hands-on and assist with administrative tasks where required to protect key deadlines.
• Take overall accountability for the quality, accuracy, and timely completion of the team’s work.

COMMUNICATION WITH UK TEAMS

• Act as the key point of contact between the remote administrative team and UK onsite teams.
• Maintain clear, professional, and proactive communication throughout the working day.
• Use Slack as the principal platform for operational communication and updates.
• Ensure all messages, requests, and instructions are acknowledged promptly.
• Assign requests to the appropriate team member and track them through to completion.
• Provide regular progress updates without waiting to be asked by UK colleagues.
• Communicate clearly when information is missing, inconsistent, or requires clarification.
• Confirm understanding of requests where necessary to prevent errors or duplicated work.
• Escalate delays, candidate shortages, system issues, and compliance concerns as soon as they are identified.
• Ensure UK teams have clear visibility of completed work, current progress, and outstanding actions.
• Maintain accurate written records of decisions, actions, responsible team members, and agreed deadlines.
• Build effective working relationships with onsite teams despite working remotely.
• Participate in daily check-ins, operational meetings, and performance reviews as required.
• Ensure any handover is complete, accurate, and understandable.

RECRUITMENT ADVERTISING

• Create and publish accurate job advertisements across approved recruitment platforms.
• Ensure advertisements contain the correct job title, site, location, pay rate, working hours, shift pattern, and assignment details.
• Review live advertisements regularly to ensure the information remains current and accurate.
• Refresh and update advertisements to maintain applicant visibility and candidate flow.
• Amend or remove advertisements promptly when site requirements change or vacancies are filled.
• Monitor applicant numbers and candidate suitability across each advertised role.
• Identify sites, shifts, or assignments where applicant response is below the required level.
• Take appropriate action to improve applicant flow before shortages affect induction targets.
• Ensure applications are reviewed and actioned within agreed timescales.
• Maintain accurate records of recruitment activity and applicant outcomes.
• Escalate anticipated candidate shortages to the relevant UK team.

APPLICANT SCREENING AND MANAGEMENT

• Review applications and screen candidates against the requirements of the relevant site, shift, and assignment.
• Confirm candidate availability, suitability, and eligibility before progressing an application.
• Ensure candidates are only progressed for sites and shifts they can reasonably attend and fulfil.
• Identify missing, incomplete, or inconsistent information at the earliest opportunity.
• Contact suitable applicants promptly and provide clear information about the role and induction process.
• Maintain accurate candidate statuses across all relevant systems and trackers.
• Ensure suitable candidates continue to be progressed and are not left without action.
• Record unsuccessful, withdrawn, or unresponsive candidates correctly.
• Maintain an appropriate reserve of suitable candidates where operationally required.

INDUCTION CADDY ADMINISTRATION

• Manage the full end-to-end use of Induction Caddy.
• Create induction slots using the correct dates, times, locations, site details, and capacity limits.
• Update induction availability promptly when UK site requirements change.
• Screen applicants through the platform against the requirements of the relevant assignment.
• Review candidate information and supporting documents for completeness and accuracy.
• Identify missing, inconsistent, or potentially non-compliant information.
• Download, organise, and upload applicant documentation accurately and securely.
• Invite suitable candidates to the correct induction slot, site, and shift.
• Provide candidates with clear and accurate induction attendance information.
• Ensure available induction slots are filled with the correct number and type of applicants required by each site.
• Monitor confirmations, cancellations, withdrawals, and non-responses.
• Replace cancelled or unconfirmed candidates where required to protect attendance targets.
• Maintain waiting lists or reserve candidates where appropriate.
• Prevent candidates from being booked onto unsuitable or duplicate induction slots.
• Keep Induction Caddy records current and accurate throughout the recruitment process.

INDUCTION ATTENDANCE

• Maintain an accurate and up-to-date induction attendance tracker.
• Record all invited, confirmed, cancelled, rescheduled, attended, and failed-to-attend candidates.
• Confirm the outcome of every scheduled candidate.
• Follow up on candidates who do not attend and record the reason or outcome where available.
• Identify potential shortfalls before induction sessions take place.
• Take action to replace candidates where attendance is likely to fall below the required target.
• Liaise with UK onsite teams to confirm final attendance and induction outcomes.
• Ensure all candidates who attend induction are fully processed within the agreed daily deadline.
• Prevent attended candidates from being left incomplete or unnecessarily carried over into the following day.

RIGHT TO WORK AND COMPLIANCE

• Maintain an excellent working knowledge of UK Right to Work requirements and associated company procedures.
• Understand and follow relevant UK recruitment legislation, data protection requirements, and UK GDPR.
• Complete Right to Work checks accurately and in accordance with legal and company requirements.
• Ensure the correct evidence is obtained, checked, recorded, and retained.
• Confirm that personal details correspond with the information shown on supporting documents.
• Recognise when documentation is incomplete, inconsistent, or requires further investigation.
• Escalate suspected fraudulent, altered, or invalid documentation immediately.
• Never approve incomplete or potentially non-compliant documentation to achieve an operational target.
• Ensure no candidate is cleared for work until all mandatory checks have been completed.
• Maintain an accurate audit trail of compliance checks, changes, decisions, and escalations.
• Handle all candidate and worker information securely and confidentially.
• Ensure personal information is only accessed, stored, and shared for authorised business purposes.
• Follow all company requirements concerning data protection, document control, confidentiality, and data retention.
• Remain up to date with changes to internal procedures and relevant UK legislation.
• Ensure all team members consistently follow the required compliance processes.

JOINEDUP PROFILES

• Oversee the creation and completion of JoinedUp profiles for all induction attendees.
• Ensure every profile is complete, accurate, and fully compliant before a worker is cleared for work.
• Upload and correctly categorise all required Right to Work and supporting documentation.
• Verify personal details, contact information, bank details, availability, and assignment information.
• Ensure names, dates of birth, and other personal details match the supporting documentation provided.
• Identify and resolve incomplete, inaccurate, or duplicate worker profiles.
• Conduct quality checks on profiles completed by the administrative team.
• Maintain clear oversight of all outstanding JoinedUp actions.
• Ensure any missing information is followed up and resolved promptly.
• Prevent incomplete or non-compliant workers from being added to a rota or permitted to work.
• Complete daily checks to confirm that all attended candidates have been fully processed.

ROTA ADMINISTRATION

• Add approved new workers to the correct site and shift rota.
• Ensure all worker information is entered accurately.
• Confirm the worker’s site, shift, start date, availability, and relevant assignment details.
• Prevent duplicate entries or allocation to incorrect sites and shifts.
• Ensure workers are only added once all required compliance checks have been completed.
• Liaise with UK onsite teams to confirm start arrangements and any site-specific requirements.
• Update rota information promptly when a worker’s status or availability changes.
• Ensure information remains consistent across Induction Caddy, JoinedUp, attendance trackers, and site rotas.
• Investigate and resolve discrepancies between systems.
• Maintain accurate records that UK onsite teams can rely upon for workforce planning.

DAILY COMPLETION AND QUALITY CONTROL

• Ensure all daily administrative targets are completed within agreed deadlines.
• Maintain visibility of incomplete candidate packs, profiles, checks, and system updates.
• Review outstanding work at appropriate intervals throughout the day.
• Take corrective action before an outstanding task becomes an operational issue.
• Reassign work where necessary to ensure deadlines are protected.
• Check that completed work is accurate rather than measuring performance on volume alone.
• Ensure errors are corrected promptly and the cause is addressed with the relevant team member.
• Prevent avoidable tasks from rolling over into the following working day.
• Where rollover is unavoidable, obtain agreement and provide a clear recovery plan.
• Identify repeated errors, delays, or process weaknesses and recommend improvements.
• Maintain effective processes, trackers, and controls so the status of each task can be easily established.

REPORTING AND ESCALATION

• Provide clear daily progress updates to the UK management and onsite teams.
• Report the number of applicants screened and progressed.
• Report induction capacity, invitations, confirmations, and attendance.
• Report the number of JoinedUp profiles completed and workers added to rotas.
• Confirm whether all daily targets have been achieved.
• Clearly identify any incomplete or outstanding work.
• Explain why a target or deadline has not been met.
• Provide an action plan for each outstanding task, including the responsible person and expected completion time.
• Escalate risks and blockers early enough for action to be taken within the same working day.
• Highlight candidate shortages, compliance risks, system issues, and recurring operational problems.
• Ensure all reported figures are accurate and supported by current system information.
• Maintain trackers and management information in real time.
• Provide a complete handover where any issue remains outstanding at the end of the working day.

PERFORMANCE EXPECTATIONS

• Full compliance across candidate and worker records.
• Accurate and complete Right to Work documentation.
• Completion of induction attendees and JoinedUp profiles within agreed daily deadlines.
• Accurate and timely maintenance of attendance trackers and site rotas.
• Effective allocation and management of the team’s daily workload.
• Prompt acknowledgement of Slack messages and operational requests.
• Proactive communication with UK onsite teams.
• Early escalation of risks, delays, shortages, and compliance concerns.
• High levels of accuracy with minimal rework required.
• Clear visibility of team progress throughout the working day.
• No avoidable rollover of daily administrative tasks.
• Secure and confidential handling of all candidate and worker information.
• Consistent achievement of recruitment, induction, and onboarding requirements across all allocated sites.

ESSENTIAL SKILLS AND EXPERIENCE

• Previous experience leading an administrative, recruitment, onboarding, or compliance team.
• Proven ability to manage workloads and performance within a target-driven environment.
• Exceptional written and verbal English communication skills.
• Strong experience communicating with colleagues and stakeholders remotely.
• Confidence using Slack or a similar workplace communication platform.
• Excellent organisation, prioritisation, and time-management skills.
• Ability to manage multiple sites, deadlines, and changing operational priorities.
• Strong attention to detail and a commitment to accuracy.
• Experience in recruitment administration, candidate screening, onboarding, or workforce compliance.
• Experience using recruitment systems, applicant tracking platforms, workforce systems, or shared operational trackers.
• Strong understanding of confidentiality and secure handling of personal information.
• Ability to interpret operational information, identify gaps, and take corrective action.
• Experience working within a high-volume and fast-paced operation.
• Ability to monitor performance and hold team members accountable for the quality and completion of their work.
• Ability to work independently while maintaining close communication with a wider operational team.
• Reliable internet connectivity and a suitable professional remote-working environment.

REQUIREMENTS

• Knowledge of UK Right to Work requirements.
• Knowledge of UK GDPR and relevant data protection responsibilities.
• Experience using Induction Caddy.
• Experience using JoinedUp.
• Previous experience supporting UK recruitment or temporary workforce operations.
• Experience coordinating recruitment, induction, or onboarding activity across multiple sites.

PERSONAL ATTRIBUTES

• Proactive and able to work without constant supervision.
• An exceptional communicator who provides updates before being asked.
• Accountable for both their own work and the performance of their team.
• Highly organised and able to manage competing priorities.
• Calm and solutions-focused when operational issues arise.
• Decisive when workloads need to be reprioritised or redistributed.
• Thorough, accurate, and unwilling to compromise on compliance.
• Comfortable questioning incomplete, inaccurate, or inconsistent information.
• Confident escalating concerns and challenging poor standards appropriately.
• Reliable, consistent, and deadline-driven.
• Able to recognise urgent priorities and act quickly.
• Capable of building trust with colleagues working remotely.
• Committed to completing each day’s workload to the required standard.

WORKING ARRANGEMENTS

This is a remote position working Monday to Friday from 8:00am until 5:00pm UK local time.

The postholder must be available, responsive, and able to communicate consistently with UK teams throughout these hours. Reliable attendance, punctuality, connectivity, and a suitable professional working environment are essential.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations (for full-time roles only)

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.