Background Screening Coordinator

Join Kainos and Shape the Future

At Kainos, we’re problem solvers, innovators, and collaborators - driven by a shared mission to create real impact. Whether we’re transforming digital services for millions, delivering cutting-edge Workday solutions, or pushing the boundaries of technology, we do it together.

We believe in a people-first culture, where your ideas are valued, your growth is supported, and your contributions truly make a difference. Here, you’ll be part of a diverse, ambitious team that celebrates creativity and collaboration.

Ready to make your mark? Join us and be part of something bigger.

WHY THIS ROLE MATTERS

Kainos works with public sector and regulated clients around the world. Completing background screening accurately and on time helps us meet client requirements and deploy our people effectively.

We are looking for a highly organised Background Screening Coordinator (full-time or part-time) to manage checks for candidates and employees from start to finish. This includes BPSS checks in the UK, equivalent checks in other countries and renewals where required.

WHAT YOU WILL BE DOING

You will coordinate background screening checks from initiation through to completion, ensuring each case is progressed accurately, promptly and with a positive experience for candidates and employees.

• Own the administration of end-to-end background screening for candidates and employees, including UK BPSS checks and the relevant local equivalent checks in other countries, from initiation through to completion and confirmation.
• Coordinate screening renewals for existing employees where required by client, project or country-specific requirements.
• Maintain clear oversight of all checks, ensuring records, systems and trackers are accurate and up to date.
• Proactively monitor checks in progress, follow up outstanding actions and prevent cases from becoming unnecessarily delayed.
• Work directly with candidates and employees, clearly explaining what they need to do and helping them navigate the process.
• Liaise with screening providers and internal teams to resolve queries, missing information or issues preventing a check from progressing.
• Coordinate the additional AccessNI process for Northern Ireland employees where required.
• Identify checks requiring further action or escalation and raise these promptly with the appropriate People Operations colleague.
• Maintain accurate documentation and records, handling personal information carefully and in line with Kainos processes.
• Provide regular updates and reporting on volumes, progress, outstanding activity, ageing and completion.
• Identify recurring issues and opportunities to simplify the process, reduce delays and improve the candidate and employee journey.

WHAT WE'RE LOOKING FOR

You do not need previous background screening, HR or compliance experience as full training will be provided. More important to us is how you organise work, communicate with people and take ownership of getting things completed.

Essential skills and experience:

• Strong administrative and organisational skills, with the ability to manage multiple cases and priorities at the same time.
• Excellent attention to detail and a focus on getting things right first time.
• Strong planning and time-management skills, with the ability to work to deadlines and follow through on outstanding actions.
• A proactive approach. You are comfortable chasing actions, spotting where something has stalled and taking responsibility for moving it forward.
• Good written and verbal communication skills, with a friendly and professional approach when dealing with candidates, employees and colleagues.
• Confidence using systems, trackers and data to maintain accurate records and provide clear status updates.
• Good judgement when handling confidential or sensitive personal information.
• The ability to work independently with limited supervision while knowing when to ask for help or escalate an issue.
• A cooperative approach and the ability to work effectively as part of a wider team.
• Experience using Microsoft 365 or equivalent workplace tools.

Desirable experience:

• Experience in a busy administrative, coordination, customer service or business support role.
• Experience managing a process or workload from initial request through to completion.
• Experience using Workday, SharePoint, Jira or similar systems.
• Experience working with confidential or personal information.
• Previous background screening experience would be useful, but it is not required.

WHO YOU ARE

For this role, we are particularly interested in how you demonstrate the following Kainos competencies:

• Personal Performance: you are organised, dependable and able to manage competing priorities while maintaining high standards.
• Development and Accountability: you take ownership of your work, follow through on commitments and raise issues before they become problems.
• Working with Others: you build positive relationships and work collaboratively with candidates, employees, colleagues and external providers.
• Communication and Influence: you communicate clearly and confidently, including when following up on overdue actions.
• Commerciality and Risk: you understand the importance of completing checks accurately and on time and treat personal information with appropriate care.
• Supporting and Delivering the Strategy: you understand how your day-to-day work helps Kainos deploy people effectively to client work.

Our values are the behaviours we expect from each other every day. We expect everyone to be determined in how obstacles are overcome, honest when dealing with others, respectful in how they treat others, creative in finding solutions and cooperative by sharing information, knowledge and experience.

ABOUT THE TEAM

You will join People Operations and work closely with colleagues involved in onboarding, employee screening and supporting our business.

The role has a clear operational focus: knowing where every background check is, what needs to happen next and making sure it gets done.

We welcome applications from people interested in either full-time or part-time working.

HOW TO APPLY

Please apply with your CV and a short supporting statement outlining the administrative and organisational skills you would bring to the role, together with an example of how you have managed a high-volume process or followed multiple actions through to completion.

Embracing our differences

At Kainos, we believe in the power of diversity, equity and inclusion. We are committed to building a team that is as diverse as the world we live in, where everyone is valued, respected, and given an equal chance to thrive. We actively seek out talented people from all backgrounds, regardless of age, race, ethnicity, gender, sexual orientation, religion, disability, or any other characteristic that makes them who they are. We also believe every candidate deserves a level playing field.

Our friendly talent acquisition team is here to support you every step of the way, so if you require any accommodations or adjustments, we encourage you to reach out.

We understand that everyone's journey is different, and by having a private conversation we can ensure that our recruitment process is tailored to your needs.