HR​/Recruitment Co-ordinator, Data Entry

Role Overview

The People Experience Co-ordinator will provide high-quality operational and administrative support across the full employee lifecycle within the UBDS group. This role is central to ensuring a professional, well-organised and positive experience for new starters, existing colleagues and leavers.

Working closely with the People team and collaborating across the wider business, the postholder will play a key role in maintaining accurate people administration, supporting onboarding, probation and offboarding processes, and proactively mitigating operational and compliance risks.

This is a high-trust, people-facing role with access to sensitive personal and business information. It requires a highly organised individual with strong administrative capability, the ability to work accurately at pace in a fast-moving environment, and a proactive, team-oriented approach.

• Coordinate pre-boarding activity to ensure a seamless and timely onboarding experience.
• Monitor and complete onboarding checklist alerts within Bamboo
  
  HR, ensuring all actions are accurately recorded.
• Update Bamboo
  
  HR with required personal and job information following offer acceptance.
• Launch onboarding workflows and assign relevant task lists.
• Conduct passport identification and Right to Work (RTW) checks in line with UK legislation.
• Initiate and monitor pre-employment screening via Experian, flagging discrepancies and uploading final reports to Bamboo
  
  HR.
• Set up learning accounts (e.g. iHASCO) and raise system access requests (e.g. Fresh Service, Kantata).
• Create candidate profiles in Kantata and liaise with IT Operations to ensure equipment readiness.
• Coordinate with the Security Controller regarding security clearance (SC) processes and transfers where applicable.
• Liaise with Capability Champions regarding new starter planning and office availability.
• Issue welcome communications five days prior to start date.
• Schedule onboarding sessions, introductory meetings with functional leads and project teams, and facilitate effective handover to delivery teams to ensure early productivity.

• Act as the primary administrative lead for all probation processes across the UBDS group.
• Ensure probation objectives are captured and recorded in a timely manner, liaising closely with Capability Champions and Functional Leads to confirm clear and measurable goals.
• Maintain regular contact with employees throughout their probation period to ensure key milestones and review points are scheduled and completed.
• Work closely with People Coaches and line managers to ensure alignment, documentation and timely decision-making.
• Coordinate and track probation review meetings, ensuring outcomes (confirmation, extension or termination of probation) are accurately recorded and communicated.
• Ensure that any probation extensions are formally documented, with revised objectives and review timelines clearly agreed and logged.
• Proactively monitor probation timelines to mitigate risk and ensure compliance with internal processes and employment obligations.

• Provide in-person onboarding support, including meet and greet.
• Distribute laptops and company merchandise.
• Facilitate office tours and informal introductions.
• Support initial laptop setup and IT readiness in collaboration with relevant teams.
• Coordinate onboarding logistics, supporting People team presentations.

• Manage and monitor the People team inbox, ensuring timely and professional responses.
• Maintain accurate and organised digital file management within Microsoft Teams and associated platforms.
• Support asset management processes, including tracking laptops, peripherals and company merchandise.
• Coordinate room bookings for onboarding and People-led sessions.
• Support People systems administration where appropriate.
• Assist with internal communications initiatives, including newsletters and engagement activities.
• Support ChatGPT audit and quality assurance activities.
• Document and maintain clear People processes and guidance to ensure consistency and continuity during team absence.
• Ensure all people administration is accurate, up to date and compliant, proactively identifying and mitigating risks across hiring, onboarding, probation and offboarding processes.

• Action offboarding checklist items following initiation by the People Coach or line manager.
• Coordinate the return of client and UBDS group assets, confirming receipt and updating relevant stakeholders.
• Ensure accurate system updates and documentation to support compliant and efficient offboarding.

• Minimum of two years’ experience in an administrative, HR or People team support role.
• Demonstrable experience working in a fast-paced, dynamic environment requiring accuracy and attention to detail.
• Experience supporting onboarding, probation and offboarding processes is desirable.

• Experience using Human Resources Information Systems (HRIS),…