Recruitment and Onboarding coordinator

Come join us and make a difference in the world!

Discover more at www.necsws.com 

As a key member of the Recruitment Team within the wider HR department, you will play an important role in delivering a consistent, compliant and well-organised onboarding experience for all new starters.

This role is highly administrative in nature and is ideally suited to someone who enjoys working with detailed processes, handling sensitive information, and ensuring documentation is completed accurately and on time. Success in this position comes from maintaining high standards of accuracy, following established procedures, and effectively managing onboarding activities from offer stage through to employment commencement.

You will work closely with hiring managers, new starters, Payroll, IT and external providers to ensure all onboarding and vetting requirements are completed efficiently and in line with company policies.

Key Responsibilities

• Act as the primary point of contact for onboarding-related queries from hiring managers and new starters.
• Manage the Onboarding inbox, ensuring queries are responded to promptly and accurately.
• Prepare and issue employment contracts, offer letters and onboarding documentation for new starters across the UK and Ireland.
• Review all documentation for accuracy, ensuring alignment with approved offers, company policies and regulatory requirements.
• Complete and monitor pre-employment screening checks, including Right to Work, DBS and Financial Probity checks through the Background Checking portal.
• Arrange occupational health assessments and track progress through to completion.
• Review vetting and occupational health reports, escalating any concerns in line with established procedures.
• Maintain accurate employee records and onboarding documentation throughout the recruitment lifecycle.
• Manage apprenticeship administration, including maintaining records within the Government Apprenticeship Service portal.
• Coordinate new starter system access by user accounts and email set-up.
• Create employee records and payroll numbers to support accurate payroll processing.
• Process DBS renewals and maintain appropriate tracking records.
• Produce onboarding reports and maintain weekly and monthly tracking spreadsheets for key stakeholders.
• Create, review and update standard operating procedures, guidance documents and FAQs to ensure processes remain accurate and up to date.
• Support internal audits and compliance reviews by maintaining organised and accurate records.
• Attend regular recruitment, vetting and supplier review meetings as required.

Essential Skills & Experience

• Exceptional attention to detail and commitment to accuracy.
• Strong administrative and organisational skills.
• Ability to follow established processes and procedures consistently.
• Experience handling confidential and sensitive information with discretion.
• Strong written and verbal communication skills.
• Ability to prioritise competing tasks while maintaining high levels of accuracy.
• Confident using Microsoft Office applications, particularly Word and Excel.
• Experience maintaining records, spreadsheets and tracking documents.
• Comfortable working within a structured, process-driven environment.
• Team-oriented with a proactive and professional approach.

Desirable Experience

• Previous experience within HR, onboarding, recruitment administration or contract administration.
• Knowledge of pre-employment screening processes, including Right to Work and DBS checks.
• Experience managing employment references.
• Experience using Zellis Background Checking, ResourceLink or SmartRecruiters.
• Experience using Microsoft Teams.
• Experience creating and maintaining process documentation and standard operating procedures.

Other Information

Candidates must be able to demonstrate a pre-existing right to work and travel within the UK. Documentary evidence will be required.

All offers are subject to satisfactory vetting, financial probity check and reference checks. A Disclosure Barring Service (DBS) check will be required and dependent on the role further higher vetting may be requested

NEC Software Solutions is an equal opportunities employer, welcoming applications from all communities. If you require any reasonable adjustments or have specific accessibility needs during the recruitment or interview process, please feel free to share these with us. We are committed to ensuring an inclusive and accommodating experience for all candidates.