Onboarding Coordinator

83040 - Onboarding Coordinator

This Onboarding Coordinator will report to the Onboarding Team Leader and will work within the Human Resources directorate as part of the HR Services Onboarding Team, based at Energy House in Crawley. You will be employed on a 12-month fixed-term personal contract, with the possibility of the role becoming permanent.

You will attract a starting salary of circa £29,750, depending on experience, and a bonus of 7.5%. The successful candidate will need to be available to start on 18 January 2027 to support a handover.

Close Date: 09/11/2026

We also provide the following additional benefits

• 25 days annual leave plus bank holidays.
• Reservist Leave - an additional 18 days at full pay and 22 days unpaid.
• Personal Pension Plan - personal contribution rates of 4% or 5%, with a corresponding UK Power Networks contribution of 8% or 10%.
• Tenancy Loan Deposit Scheme and Season Ticket Loan.
• Tax-efficient benefits, including Cycle to Work, Home & Tech and Green Car Leasing schemes.
• Occupational Health support.
• Switched On - discounts on hundreds of retailers' products.
• Discounted gym membership.
• Employee Assistance Programme.

Job Purpose

You will provide an accurate, efficient and welcoming end-to-end onboarding service for new employees, candidates, managers and colleagues. Your work will help create a positive joining experience while ensuring records, checks and payroll information are complete, secure and delivered on time.

In this role, you will lead on:

• Drafting new-starter contracts and internal appointment letters using agreed templates.
• Creating position numbers and setting up permanent and agency workers in SAP.
• Maintaining complete and accurate candidate files, including required documentation, interview notes and approvals.
• Coordinating pre-employment screening, references and right-to-work checks, and escalating issues when needed.
• Keeping in regular contact with new employees and hiring managers to agree start dates and support a smooth transition from offer to joining.
• Coordinating onboarding, induction and orientation activity with internal teams and external providers.
• Processing employee changes, including promotions, transfers and secondments.
• Managing the onboarding inbox and responding to enquiries within agreed timescales.
• Preparing accurate payroll information and meeting payroll deadlines.
• Handling personal and sensitive information appropriately and following data-protection, audit, legislative and service-level requirements.
• Maintaining accurate records, following the team audit process and helping to minimise input errors.
• Taking ownership of allocated tasks, responsibilities and projects, completing them accurately and on time.
• Supporting the testing and introduction of new processes, SAP enhancements, automation and improved ways of working.
• Identifying practical improvements to processes and procedures.
• Building collaborative working relationships across HR and with business managers, supporting the One HR approach.
• Supporting projects and new activities within the Onboarding team as required.

You will manage several priorities at the same time, so organisation and attention to detail are important. You will communicate clearly with a range of people, take responsibility for your work and know when to ask for support or escalate an issue. We welcome applicants whose experience has been gained in different sectors or settings and who can demonstrate relevant transferable skills.

Skills & Qualifications

Essential

• Experience providing a responsive and professional service to customers, candidates, colleagues or other stakeholders.
• Accurate alphabetical and numerical data-entry skills, with strong attention to detail.
• Ability to proofread contracts, letters and other documents against agreed templates and requirements.
• Ability to organise and monitor several cases or tasks at the same time, keeping clear and accurate records.
• Clear written and verbal communication skills, with the confidence to flag or escalate issues promptly.
• Ability to follow defined processes and produce accurate, professional correspondence and documents.
• Working knowledge of Microsoft Excel and the ability to maintain records and trackers for reporting.
• Ability to handle confidential and sensitive information appropriately.
• Ability to work independently while contributing positively to a collaborative team.

Desirable

• Experience in administration, HR, recruitment or onboarding.
• Knowledge of HR processes or experience working with an HR information system, such as SAP.
• Intermediate proficiency in Microsoft Word and Excel.
• Experience working to deadlines, service-level agreements or payroll cut-offs.

If you meet the essential criteria but do not have every desirable requirement, we still encourage you to apply. We value transferable skills and experience gained through different routes.

Health & Safety Responsibilities

Managers and supervisors carry both legal and company responsibilities for ensuring the health and safety of their employees, those under their control and those who might be affected by the work undertaken, i.e. public, visitors and employees of other organisations. This includes briefing individuals working for them and ensuring there is the necessary understanding, competence and application of requirements to work safely and without harming the environment.

Employees will ensure they fully understand the health and safety risks involved in their work activities and their responsibility to apply the controls needed to manage those risks to acceptable levels. Similarly where work activities can have an adverse impact upon the environment, and particularly where there are legal requirements, employees will understand those impacts and the controls they must ensure are applied.

Employees need to be aware that for some craft and operational roles that work at height, or use fall arrest devices, there is an upper weight limit of 116Kg due to maximum safe working load of the safety equipment that is used.

If in doubt ask!

We’re committed to creating an inclusive workplace where everyone feels welcome, valued and able to be themselves. We encourage applications from people of all backgrounds, experiences and perspectives. If you meet the essential criteria and believe your skills, experience or transferable strengths could make you a great fit for the role, we’d love to hear from you. If you need any adjustments or support during the recruitment process, please let us know and we’ll be happy to help.

We may use AI-enabled tools to support elements of our recruitment process. These tools help us manage applications more efficiently and consistently, but they do not make hiring decisions. All recruitment decisions are made by trained employees using human judgement and oversight. We are committed to using AI responsibly, fairly and transparently, in line with our legal, regulatory and ethical obligations.

Your data will be hosted within a secure environment and will only be used by UK Power Networks for the purpose of which it is intended. The data is used only as an input to provide insights for the screening process and is not retained by the model or by UK Power Networks’ contractor, shared with the contractor’s other customers or with OpenAI, or used to train or improve AI models.

We are committed to safeguarding and promoting the welfare of children and young people. Where applicable, this role is subject to safer recruitment processes and robust pre-employment checks

If you have any queries in connection to this vacancy or your application, please contact us at [email protected] quoting the vacancy reference number and a member of the team will get in touch with you as soon as possible.