HR Onboarding Coordinator

Confidential; Leeds; On-site; GBP 25,000 - 32,000; Full time

Job summary

Confidential is seeking an HR Onboarding Coordinator in our Leeds office for a 12-month fixed-term contract. You will own the onboarding process from offer acceptance to day one, coordinating pre-employment screening, contracts and references while updating candidates and managers throughout the process.

You will work closely with HR, Talent Acquisition and hiring managers to ensure timely completion, accurate data, and a seamless candidate experience across high-volume activity.

Qualifications

• Experience in HR, Talent Acquisition, recruitment coordination or a similar high-volume administrative role.
• Excellent communication skills and confidence speaking with candidates and stakeholders.
• Strong attention to detail and time management.
• Proactive approach to chasing outstanding information and keeping processes moving.

Responsibilities

• Own the onboarding process from offer acceptance to day one.
• Coordinate pre-employment screening, right-to-work and DBS checks.
• Prepare and issue contracts and manage amendments.
• Act as main contact for candidates and provide regular updates.
• Collaborate with HR, Talent Acquisition and hiring managers to keep actions on track.
• Ensure day-one arrangements and systems updates are in place.
• Maintain accurate onboarding trackers and candidate files.
• Monitor progress for early and longer notice candidates; escalate when needed.
• Identify opportunities to improve the onboarding process and candidate experience.

Skills

HR coordination

Candidate screening

Excellent communication

Time management

MS Office

Workday experience

DBS checks knowledge

Tools

Excel

Microsoft Office

Workday

Job description

The Opportunity

This is a fantastic opportunity to join our client, a global insurance firm, in their Leeds office as an HR Onboarding Coordinator on a 12-month fixed-term contract.

Working closely with HR, Talent Acquisition and hiring managers, you will take ownership of the onboarding process from offer acceptance through to a new starter's first day. You will coordinate pre-employment screening, background checks, contracts, references and new joiner communications, ensuring candidates and managers are kept informed throughout.

This is a highly organised, people-focused role where you will be responsible for keeping the process moving, proactively chasing outstanding actions and providing a seamless candidate experience.

Key Accountabilities

• Coordinate pre-employment screening, right to work and compliance checks, escalating any issues where required.
• Support with reference checking and develop an understanding of DBS requirements and the legal requirements behind screening decisions.
• Prepare and issue contracts, ensuring any adjustments are captured correctly and escalated for approval. Contracts should be issued within 48 hours of initial notification.
• Act as a key point of contact for candidates, responding to queries and providing regular updates. You should be comfortable picking up the phone and speaking directly with candidates.
• Work closely with HR, Talent Acquisition and hiring managers, proactively providing updates and chasing outstanding actions.
• Ensure managers are prepared for new starters and that day-one arrangements are in place.
• Complete onboarding administration, including new joiner communications, adding candidates to relevant systems and maintaining accurate trackers.
• Monitor candidates throughout the onboarding process, including those with longer notice periods, and ensure actions remain on track.
• Audit candidate files to ensure data is accurate and up to date.
• Troubleshoot issues, identify when escalation is required and coordinate appropriate resolutions.
• Identify opportunities to improve the onboarding process and candidate experience.

What We're Looking For

We are looking for someone who is highly organised, proactive and confident working in a fast-paced, high-volume environment.

You will ideally have:

• Experience in HR, Talent Acquisition, recruitment coordination or a similar high-volume administrative role.
• Excellent communication skills and confidence speaking with candidates and stakeholders over the phone.
• Strong attention to detail, time management and problem-solving skills.
• A proactive approach to chasing outstanding information and keeping processes moving.
• The ability to manage multiple candidates, deadlines and competing priorities.
• A strong customer and candidate focus, with the ability to build relationships quickly.
• Experience using Excel and Microsoft Office.
• Workday experience would be desirable.
• Experience working with a third-party background screening provider would be advantageous.

Previous experience of pre-employment screening, DBS or compliance checks is beneficial but not essential, as training will be provided.

Why Join Us?

This is a great opportunity to build your career within HR, gaining broad experience across onboarding, pre-employment screening, compliance and candidate experience within a global insurance business.

You'll receive support during your first few months to learn the screening systems, compliance requirements and wider business, before becoming self-sufficient and taking full ownership of your workload.