People Experience Co-ordinator

Role Overview

The People Experience Co-ordinator will provide high-quality operational and administrative support across the full employee lifecycle within the UBDS group. This role is central to ensuring a professional, well-organised and positive experience for new starters, existing colleagues and leavers.

Working closely with the People team and collaborating across the wider business, the postholder will play a key role in maintaining accurate people administration, supporting onboarding, probation and offboarding processes, and proactively mitigating operational and compliance risks.

This is a high-trust, people-facing role with access to sensitive personal and business information. It requires a highly organised individual with strong administrative capability, the ability to work accurately at pace in a fast-moving environment, and a proactive, team-oriented approach.

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.

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.

The People Experience Co-ordinator will play a critical role in shaping day-to-day employee experience across the UBDS group, ensuring operational excellence, robust probation management, compliance and a seamless colleague journey from onboarding through to offboarding.

Benefits:
Why people choose to grow their careers at UBDS Group

Professionals choose to grow their careers at UBDS Group for its reputation as a dynamic and forward-thinking organisation that is deeply committed to both innovation and employee development. At UBDS Group, employees are given unique opportunities to work on cutting-edge projects across a diverse range of industries, exposing them to new challenges and learning opportunities that are pivotal for professional growth. The Group’s culture emphasises continuous improvement, offering ample training programs, mentorship, and the chance to gain certifications that enhance their skills and marketability.

UBDS Group fosters a collaborative environment where creativity and innovation are encouraged, allowing employees to contribute ideas and solutions that have a tangible impact on the company and its clients. This combination of professional development, a culture of innovation, and the opportunity to make meaningful contributions makes UBDS Group an attractive place for those looking to advance their careers and be at the forefront of technological and operational excellence.

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

About UBDS Group

At UBDS Group our mission is to support entrepreneurs who are setting new standards with technology solutions across cloud services, cybersecurity, data and AI, ensuring that every investment advances our commitment to innovation, making a difference, and creating impactful solutions for organisations and society.

Equal Opportunities

We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.