Sponsor Licence Authorising Officer Duties

September 18, 2024

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Applying for a sponsor licence can be a complex process, with one of the most critical elements being the appointment of an Authorising Officer. At Borderless, we provide comprehensive guidance on this process to ensure your business remains compliant with Home Office regulations. This guide will walk you through everything you need to know about the Sponsor Licence Authorising Officer, their role, responsibilities, and how to effectively manage this key position.

If you're starting the sponsor licence process, check out our Sponsor Licence Application guide.

What Is an Authorising Officer?

An Authorising Officer is a senior-level individual responsible for overseeing and managing your organisation's sponsor licence. They serve as the primary point of contact between your business and the Home Office and are accountable for ensuring your business remains compliant with all sponsor licence duties.

Why Is the Authorising Officer Role Critical?

The Authorising Officer is a pivotal role that safeguards your ability to sponsor skilled workers. Non-compliance or failure to perform their duties can result in serious repercussions, such as sponsor licence revocation.

For more on potential consequences, read our article on Sponsor Licence Revocation.

Who Can Be an Authorising Officer?

Eligibility Criteria

To be eligible for the Authorising Officer role, the individual must be:

A permanent employee or office holder within your organisation.
Based in the UK.
Someone with sufficient authority to take responsibility for sponsorship compliance.

Pro Tip: Before appointing, verify their credentials against the sponsor licence eligibility criteria.

Who Can’t Be an Authorising Officer?

Individuals who are ineligible include:

Contractors or temporary workers.
Those with a history of immigration offences or fraud.
Individuals with unspent criminal convictions.

Key Duties and Responsibilities of an Authorising Officer

The Authorising Officer's duties are extensive and critical for maintaining compliance:

Ensuring Compliance: Adhering to all sponsor licence compliance requirements set by the Home Office.
Managing the Sponsorship Management System (SMS): The Authorising Officer is responsible for the SMS, which involves issuing Certificates of Sponsorship (CoS) and updating migrant records.

Read more about the Sponsor Management System to understand how it works.

Training and Guidance: Ensuring that other key personnel are fully aware of their duties regarding the sponsor licence.

It's essential to conduct regular internal audits to ensure ongoing compliance.

Does an Authorising Officer Have Access to the Sponsorship Management System (SMS)?

Yes, the Authorising Officer has full access to the SMS. However, they can delegate responsibilities to a SMS Level 1 User or Level 2 User.

SMS User Roles and Responsibilities

Level 1 User: This individual has comprehensive access to the SMS and can perform all tasks, including issuing CoS and updating records.
Level 2 User: Access is limited to issuing CoS and updating employee records.

For a detailed guide, visit our SMS Level 1 User article.

How to Report a Change in the Authorising Officer

Changes in your Authorising Officer must be reported to the Home Office through the SMS within 10 working days. Failure to do so can lead to compliance issues.

Learn more about the Sponsor Licence Change of Circumstances process for seamless transitions.

Try out the calculator for yourself

Authorising Officer Compliance Breaches

Non-compliance by an Authorising Officer can have severe consequences, including:

Licence Downgrade: Your licence rating may be downgraded, making it harder to sponsor new employees.
Licence Suspension or Revocation: In severe cases, the Home Office may revoke your licence.

Consequences of Authorising Officer Compliance Breaches

Any breach could result in penalties or the loss of your sponsor licence, affecting your ability to employ non-UK workers.

For more information on compliance, see our Sponsor Licence Compliance guide.

Other Key Personnel Involved in Managing a Sponsor Licence

In addition to the Authorising Officer, your organisation must appoint:

Key Contact: Acts as the liaison between your business and the Home Office.
Level 1 User: Handles the day-to-day management of the SMS.

To understand these roles further, refer to our Sponsor Licence Application guide.

Important Considerations When Appointing an Authorising Officer

The Most Senior Person Responsible for Recruitment and Compliance: This person must have the authority to make high-level decisions.
One Person Only: The Authorising Officer role cannot be shared.
Meeting the Eligibility Criteria: They must meet Home Office requirements.
UK-Based and Paid Staff or Office Holder: Ensure they are a full-time member of your organisation.

The Importance of Regular Access to the SMS for the Authorising Officer

Regular access to the SMS ensures timely updates on sponsored workers and prevents compliance breaches.

Learn more about why having consistent access to the sponsor management system is crucial.

How Borderless Can Assist with Sponsor Licence Applications and Authorising Officer Guidance

At Borderless, we offer comprehensive services, including:

Full SMS Management – We manage everything from CoS issuance to compliance reporting.
Training and Guidance – We provide tailored guidance on the Authorising Officer’s role and responsibilities.
Sponsor Licence Renewal Support – Read more about the process in our Sponsor Licence Renewal guide.

Reach out to us via our contact page for expert assistance.

Frequently Asked Questions (FAQs)

What is a sponsor licence?

A sponsor licence allows UK employers to recruit skilled workers from outside the UK. Learn about the Skilled Worker Visa and how it relates to the licence.