Hybrid People Experience Coordinator

at UBDS

• Job title: People Experience Coordinator
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, London, United Kingdom

About the role

• People Experience Co-ordinator providing operational support across the employee lifecycle within UBDS Group. Ensuring positive experiences for new starters and existing colleagues in a dynamic environment.

Responsibilities

• **Key Responsibilities**
• **Pre-boarding and Onboarding**
• Coordinate pre-boarding activity to ensure a seamless and timely onboarding experience.
• Monitor and complete onboarding checklist alerts within BambooHR, ensuring all actions are accurately recorded.
• Update BambooHR 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 BambooHR.
• Set up learning accounts (e.g. iHASCO) and raise system access requests (e.g. FreshService, 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.
• **Probation Administration**
• 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.
• **Day One Experience**
• 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.
• **People Team Operations**
• 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.
• **Offboarding**
• 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.

Requirements

• **Role Requirements**
• **Experience**
• 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.
• **Technical Skills**
• Experience using Human Resources Information Systems (HRIS), ideally BambooHR.
• Familiarity with service management tools (e.g. FreshService) and Microsoft 365 applications, including Outlook and Teams.
• Understanding of UK Right to Work requirements and pre-employment screening processes.
• **Skills and Competencies**
• Strong administrative capability with excellent attention to detail.
• Ability to manage multiple priorities and work accurately at pace.
• Proactive thinker with the confidence to anticipate needs and follow through to completion.
• Strong written and verbal communication skills.
• Collaborative approach, working effectively within an established team.
• High level of discretion and understanding of confidentiality, data protection and compliance obligations.
• **Personal Attributes**
• Professional, approachable and welcoming manner.
• Reliable and dependable in a high-trust environment.
• Committed to delivering a consistently high-quality employee experience.
• A genuine team player who contributes positively to team culture and operational excellence.

Benefits

• **Employee Benefits**
• Training – All team members are offered a number of options in terms of personal development, whether it is technical led, business acumen or methodologies. We want you to grow with us and to help us achieve more
• Private medical cover for you and your spouse/partner, offered via Vitality
• Discretionary bonus based on a blend of personal and company performance
• Holiday – You will receive 25 Days holiday, plus 1 day for Birthday and 1 day for your work anniversary in addition to UK bank holidays
• Electric Vehicle leasing with salary sacrifice
• Contributed Pension Scheme
• Death in service cover