Admin Assistant at Denholm Industrial Services Ltd, Portsmouth

Denholm Industrial Services are seeking a highly organised and dependable Admin Suppport Assistant to join our team on a temp to permanent contract. This position offers an excellent opportunity for a detail-oriented professional to provide vital administrative capabilities to a fast-paced department.

The successful candidate will ensure the smooth operation of our daily workflows. This blended role focuses heavily on end-to-end vetting and security clearance administration (BPSS/SC) in strict alignment with HMG Baseline Personnel Security Standard guidelines, alongside critical operational support such as purchase order processing and data management.

Vetting & Compliance Administration

• Clearance Processing: Manage the end-to-end lifecycle of BPSS security applications, ensuring strict adherence to the four pillars: Identity, Right to Work, 3-year employment history, and Basic Criminal Record checks (DBS).
• Record Management: Maintain highly accurate, auditable, and secure personnel vetting records within internal tracking databases and spreadsheets.
• Stakeholder Liaison: Serve as the primary point of contact for screening queries, communicating clearly and professionally with candidates and internal teams to expedite clearances.
• Information Governance: Handle highly sensitive personal data with absolute discretion, ensuring full compliance with UK GDPR and corporate security policies.
• Audit & Escalation: Monitor pending clearances, proactively chase outstanding documentation, and escalate anomalies or potential risks to management.

Operational & Business Support

• Core Administration: Provide comprehensive daily administrative support to ensure seamless departmental operations.
• Work Control Systems: Input, update, and manage data within internal work control systems, including job cards, trackers, and project reports.
• Financial Administration: Generate, process, and track purchase orders and invoices accurately to support departmental procurement.
• Workflow Management: Prioritise high-volume tasks effectively under tight deadlines without compromising on quality or accuracy.

Requirements

Experience & Technical Skills

• Security Vetting: Proven hands-on experience processing pre-employment checks against the Cabinet Office BPSS framework.  This is preferred but not essential.
• Administrative Background: Strong track record in corporate administration, vetting compliance, or operational support, ideally within an industrial or engineering environment.
• Systems Proficiency: Highly proficient in MS Office (Excel, Word), SharePoint, and digital work control or ERP systems.
• Financial Literacy: Practical experience handling basic invoicing, timekeeping data, and purchase order tracking.

Core Competencies

• Meticulous Accuracy: Exceptional attention to detail when identifying employment gaps, reviewing compliance documents, and entering data.
• Time Management: Proven ability to multitask, manage competing priorities, and deliver outputs within strict timeframes.
• Communication: Excellent verbal and written communication skills with the ability to engage confidently with stakeholders at all levels.
• Collaboration: A proactive team player who is equally comfortable working independently using their own initiative.

Security Clearance

The successful candidate must successfully achieve and maintain BPSS security clearance as a condition of employment. This requires providing a full, uninterrupted three-year employment history; any gaps during this period must be fully declared and verified.