Job Overview:
We are looking for an efficient and detail-oriented Onboarding Administrator to join our People Team.
This role will be responsible for managing the onboarding process, from compiling job offers and preparing induction plans to coordinating the smooth integration of new starters into the organisation.
The Onboarding Administrator will also play a key role in vetting new hires and ensuring that the company maintains audit readiness in relation to recruitment and onboarding processes.
You will approach work with a compassionate attitude displaying excellent communication skills and encouraging others to do the same. You will be solution focused and not afraid to raise your hand a challenge the status quo.
Responsibilities & Duties
Job Offer Compilation:
* Draft and send out job offers to successful candidates in line with company policies and the recruitment process.
* Ensure job offers include all necessary information, including terms of employment, salary details, start dates, and relevant policies.
* Liaise with hiring managers and recruitment team to ensure job offer accuracy and timeliness.
New Starter Onboarding:
* Manage the full onboarding process for new employees, ensuring all necessary paperwork is completed and submitted.
* Coordinate pre-employment checks, including references, right to work documentation, and background screening.
* Ensure all new starter documentation (e.g., tax forms, employment contracts) is completed, filed, and securely stored.
* Work closely with IT, facilities, and other departments to ensure new employees have the necessary equipment and access on their first day.
Induction Planning & Coordination:
* Develop and maintain an effective induction program that introduces new starters to the company culture, policies, and procedures.
* Coordinate the scheduling and delivery of induction sessions, ensuring the relevant stakeholders are available and the content is up-to-date.
* Provide new hires with a comprehensive induction pack and ensure they have the information and tools needed to succeed in their new roles.
Vetting & Audit Readiness:
* Ensure that all pre-employment vetting procedures are adhered to, including right to work, references, background checks, and health assessments.
* Maintain accurate and up-to-date records of all onboarding documents and vetting results, ensuring they are stored in compliance with legal and company requirements.
* Support the HR team in maintaining audit readiness, ensuring all onboarding documentation is accurate and readily accessible for internal or external audits.
* Conduct regular checks to ensure all records are compliant with data protection laws and company policies.
General Administrative Support:
* Provide administrative support to the People Team as required, including filing, data entry, and maintaining accurate HR records.
* Assist in the creation and maintenance of onboarding materials, such as presentations, handbooks, and guides.
* Handle general HR queries related to the onboarding process from new employees and hiring managers.
Personal Characteristics
Skills
* Strong HR background
* Solution focussed
* Calm and composed demeanour
* Willing to 'Roll Sleeves Up' in the detail to problem solve
* Compassionate attitude
Knowledge
* Proven experience in an administrative or HR support role, ideally with a focus on onboarding or recruitment.
* Strong attention to detail and organizational skills.
* Excellent communication skills, both written and verbal.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
* Ability to manage multiple tasks and deadlines in a fast-paced environment.
* Knowledge of employment law and recruitment best practices.
* High level of discretion and ability to handle confidential information appropriately.
Desirable:
* Experience with onboarding through HRIS systems.
* CIPD Level 3 or equivalent qualification.
* Knowledge of audit processes and compliance regulations.
* Previous experience in an organisation with high volume recruitment.
Behaviour
* Work with an inclusive approach
* Role modelling ethical behaviours, leading the business in living our Values
* Keen to support colleagues and ensure business is working cohesively and to the same objectives.
* Keen on strong compliance culture.
* Able to work with minimal direction.
* Adaptability and being prepared to help out if circumstances require.
* We would expect you at all times to:
o act with integrity
o act with due skill, care and diligence
o act with professionalism
o be open and co-operative with colleagues
o act with compassion to those both within the Company