People Coordinator

Elemis; City Of London; On-site; GBP 35,000 - 45,000; Full time

Job summary

A leading wellness company in London is seeking a People Coordinator to oversee HR administrative tasks across the colleague lifecycle, manage HR systems, and ensure compliance with policies. Candidates should possess strong communication and organization skills, along with experience in a busy HR environment. The role offers a permanent, full-time position, fostering a collaborative and innovative atmosphere.

Benefits

Generous staff discount on products and treatments

Enhanced maternity and paternity policies

Healthcare cash plan

Company pension scheme

Bonus/commission scheme

Qualifications

• Experience as a People Coordinator in fast-paced environments.
• Ability to maintain confidentiality in sensitive situations.
• Strong administration skills, preferably with HRIS exposure.

Responsibilities

• Manage HR systems and processes for all colleague lifecycle events.
• Ensure compliance with legal obligations and company policies.
• Coordinate new starter inductions and prepare employment contracts.

Skills

Communication skills

Attention to detail

Multi-tasking

Confidentiality

Tools

HRIS

MS Office

Job description

People Coordinator

Application Deadline: 10 October 2025

Department: HR Business Partnering

Employment Type: Permanent - Full Time

Location: Head Office, London

Reporting To: Joanne Beech

Description

An administrative focused role overseeing the operational elements of our People experience across the colleague lifecycle, including all new starters, role changes and leavers. You will proactively ensure that all administration is in line with legal obligations and department policies and procedures and contribute ideas to improve the People experience.

The role requires a high level of confidentiality, efficiency, effectiveness, creativity, accuracy and organisation, all to be conducted in a timely, professional, and courteous manner.

This is a full time, permanent position, 37.5hrs per week.

Key Responsibilities

Responsible for the administration and maintenance of all HR systems and processes across the full colleague life cycle. This includes accurate and timely management of data relating to starters, leavers, contractual changes, and role movements. The role ensures HRIS records are up to date, compliant, and support smooth operations, while providing consistent administrative support across all people-related activities.

What you will be doing:

• Preparing and issuing Contracts of Employment before a colleague first working day with all relevant contractual and informative documentation.
• Maintaining our ‘Starters Log’ monitoring and updating regularly confirming return and signing of documents.
• Upon receipt of signed and accepted employment contract, ensuring references are taken out and replies are monitored.
• Ensure accurate Right to Work checks are carried out using Trust ID, investigating any rejections and escalating where necessary.
• Add new starters to the HRIS in the correct payroll month and create their electronic personal file, ensuring everything is set up smoothly from day one.
• Passionately arrange and conduct a People Induction Meeting with new starters, welcoming them to the ELEMIS Team, overview of colleague self-service HRIS platform and Benefits.
• Proactively and working closely with our Payroll Specialist to ensure that New Employee Details and associated Payroll Forms provided to Payroll for processing.
• Ensure that new starter Day 1 Inductions are arranged for all new starters, completing relevant forms for equipment and access requests.
• Manage the generic People mailbox, responding to queries where possible and forwarding queries to other team members where relevant.
• Respond to only written (not telephone) reference requests from external bodies, providing a standard response.
• Update organisational charts on a monthly basis.
• Maintain and update the FTE tracker to ensure accurate records of headcount, vacancies, and movements across the organization.
• Regularly review data to reflect new starters, leavers, and internal changes, providing timely updates and reports to support workforce planning, payroll accuracy, and business decision-making

HRIS Administration

• Creating and maintaining all employee records.
• Ensure that all employees are reporting to the correct line managers, administrating changes as needed.
• Administrating changes to leavers’ access to the HRIS system to ensure they have access once they have left the Company.
• Raising Customer Service tickets with our software provider to resolve any ad-hoc queries, escalating to Senior People Business Partner if needed.
• Support system improvements and drive working efficiencies through effective use of the HRIS.

People Communications

• Deliver clear and timely colleague communications, including updates on policies, initiatives, and people updatesm
• Manage incoming requests and provide accurate information and guidance to employees and managers.
• Support the design and delivery of engaging campaigns, events, and competitions that build connection, recognition, and participation across the organisation.
• Use a variety of communication channels (e.g. email, newsletters, digital platforms, in-person events) to ensure messages are accessible and engaging for all colleagues.

Sustainability Responsibility

• Ensure all duties carried out and actions completed in every aspect of your role, contribute to the short and long-term Sustainability Goals set-forth by the ELEMIS - Climate, Biodiversity & People Pillars.

Skills, Knowledge & Expertise

• Be an ambassador for the People Team with a here to help ethos.
• Generate and contribute your ideas to the team to help drive our People agenda and processes.
• Eager to learn and solutions-focused, with an ability to take your own initiative
• Be an effective communicator with great listening skills and a natural team-player
• Effortlessly able to multi-task and communicate regularly with stakeholders via teams calls to provide updates and support our teams with day to day administration queries.
• A willingness to “get involved" and support the wider team on projects that enhance the colleague journey and aids your own development.
• Passionate about your career and professional development

Previous experience

• Experience working as a People Co-ordinator in companies with high levels of change and pace
• Working with and supporting a busy People and Payroll team whilst meeting regular, agile and specific deadlines.
• Ability to maintain confidentiality and handle sensitive information with discretion
• Be Tech Savvy, or have a keen interest in systems and reporting
• Experience working within a fast paced and demanding HR administrative role
• Care and attention to detail and accuracy
• Ability to work under pressure with high volumes and tight deadlines.
• Experience using HRIS
• Strong administration skills and Proficient in MS Office programs: Word, Excel, PowerPoint, Outlook. Advantageous if you are an Advanced Level Excel User

Job Benefits

• Generous Staff Discount on all your favourite ELEMIS products and spa treatments, as well as discounts on L\'Occitane Group products (including L\'Occitane, Erborian and more)
• Excellent well-being policies including enhanced Maternity & Paternity policies, Income Protection, Life Assurance and more
• Generous Holiday Allowance, increasing with length of service
• Company Pension Scheme
• Bonus/Commission Scheme
• Healthcare Cash Plan (with Dental)
• Employee Assistance Programme for all Associates and their families
• Cycle to Work Scheme, Season Ticket Loan, Length of Service Awards
• Much, much more!

*Some benefit eligibility is based on length of service or contract type