UKVI Compliance Administrative Assistant

University of Glassgow
June 16, 2024
Offerd Salary:£22,681 - £25,138
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
UKVI Compliance Administrative Assistant

Job Purpose

To support visa required candidates from the point of selection to formal contract agreement and start date, ensuring a continued excellent experience to maximize the University's ability to secure preferred talent.

Provide support and guidance to new colleagues on staff immigration issues and the day-to-day monitoring and maintenance of UKVI compliance.

Main Duties and Responsibilities:

  • To draft certificates of sponsorship for review by compliance team.
  • Issue and track certificates of sponsorship once approved.
  • Day to day monitoring and maintenance of UKVI compliance.
  • Accurately co-ordinate and issue relevant correspondence within defined tight timescales; to ensure correct information is disseminated and appropriate actions are taken, and that relevant systems/business processes are updated accordingly.
  • Ensure all relevant information is entered timely and accurately based on data gathered during hiring process, Tracking the approval process ensuring that key deadlines for new joiners are met.
  • Ensure all necessary employment/right to work checks are carried out and paperwork is obtained and stored appropriately and timely.
  • Maintain regular contact with the Hiring Manager to liaise regarding joining dates and to ensure that preparations for induction are made.
  • Identify matters requiring senior level input and provide the requisite background information to assist. Where relevant, draft appropriate responses for approval.
  • Maintain accurate electronic personnel files such that information therein is kept in an ordered fashion, conforming to Data Protection Guidelines. Ensure all paperwork is scanned and uploaded into EDMRS to keep files updated.
  • Manage and support the distribution of bulk offers of employment at peak periods throughout the year. Planning ahead to ensure all processes are complete in line with agreed start dates.
  • To work as part of a multi-skilled team, to contribute to the smooth running of the UKVI Compliance service in times of team absence.
  • Knowledge, Qualifications, Skills and Experience



    A1 Either, the ability to demonstrate the competencies required to undertake the duties associated with this level of post gained through working in a similar role. Or Scottish Credit and Qualification Framework level 4 in English and Mathematics (National 4) or equivalent, and some experience of working in a similar role.

    A2 Strong IT knowledge and skills, including Microsoft Office packages, in particular advanced Excel.

    A3 Up to date knowledge of HR and UKVI legislation and best practice.

    A4 Working knowledge of employment laws and compliance requirements as they relate to UK Visas & Immigration and contracts of employment, Right to work and pre-employment screening.



    C1 Well-developed organizational and time management skills and an ability to manage and prioritize a busy workload acting calmly and methodically to ensure that deadlines are met.

    C2 Excellent written and oral communication skills and an ability to interact positively with others in person, by telephone or in written form using tact, diplomacy, discretion and confidentiality as appropriate.

    C3 Understanding and communicating terms and conditions of employment.

    C4 Proven analytical, problem solving and client need interpretation skills.

    C5 Able to work proactively, multi-task and to use initiative as part of an extended team.

    C6 Flexibility and willingness to adapt to changes.

    C7 Excellent attention to accuracy and detail.

    C8 High level of initiative and decision making with regard to resolving issues and determining whether escalation is required or not.



    E1 Relevant experience of working in a busy HR or Immigration Department.

    E2 Experience of administering contracts of employment, UK Visas and Immigration and pre-employment screening including the collation and monitoring of all relevant data.

    E3 Experience in dealing with a wide range of staff and customers at all levels within an organisation.


    F1 Experience of end-to-end staff recruitment and onboarding processes.

    Terms and Conditions

    Salary will be Grade 4, £22,681 - £25,138 per annum.

    This post is full time (35 hours p/w) and open ended.

    As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

    As a valued member of our team, you can expect:

    1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

    2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https: // www., benefits and discount packages.

    3 A flexible approach to working.

    4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https: // www.

    We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https: // www.

    We endorse the principles of Athena Swan https: // www. and hold bronze, silver and gold awards across the University.

    We are investing in our organisation, and we will invest in you too. Please visit our website https: // www. for more information.

    Vacancy Ref : 147590 Close Date : 16-Jun-2024 23:45

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