People Administration Coordinator

Role Overview

What is it?

The People Administration Coordinator works alongside the AOP department, coordinating People administration and onboarding across AOP services. Acting as the link between AOP and the People Team, the role oversees the new-starter journey from day one, ensuring systems, equipment, inductions and local handovers are arranged.

The Coordinator tracks actions, deadlines and outstanding requirements, follows up with relevant teams and escalates issues promptly. Line managers remain responsible for the local onboarding experience, while the Coordinator ensures all teams work together to provide a smooth, safe and effective start.

Main Duties

AOP Onboarding Coordination

• Act as the central People administration contact for AOP new starters.
• Coordinate day-one schedules, meet-and-greets, manager handovers and induction activities.
• Provide starters with clear first-day instructions, timings and contact details.

New-Starter Readiness

• Complete pre-start checks for People First, IT accounts, system access, equipment, uniforms, PPE and other role-specific requirements.
• Coordinate vehicle and driving-licence checks where applicable.
• Confirm start locations, reporting instructions, named contacts and induction arrangements.
• Track outstanding requirements and escalate delays or barriers.

AOP and IT Coordination

• Liaise with IT and hiring managers to ensure equipment, accounts and system access are ready before day one.
• Maintain technology-readiness checklists and confirm equipment is ready before starters enter the field.
• Escalate IT issues, coordinate approved alternatives and follow up problems through to resolution.

Induction and Local Handover

Coordinate corporate induction attendance and alternative arrangements where required.

• Ensure managers understand their responsibilities and confirm who will meet or collect starters after induction.
• Check that first-day and first-week arrangements are in place and escalate repeated delays or gaps to the AOP People Partner or relevant operational manager.

Early Employment Support

• Coordinate early onboarding checks and confirm successful transition into the AOP service.
• Follow up outstanding administrative, access and equipment issues.
• Refer management, employee relations and wider service concerns to the AOP People Partner.

Competencies

Essential Experience

• Experience in a busy People, HR, recruitment or administrative environment.
• Experience coordinating processes across multiple teams and stakeholders.
• Experience maintaining accurate records and handling confidential information.
• Experience managing competing priorities, deadlines and outstanding actions.
• Good working knowledge of Microsoft 365, including Outlook, Teams, Word and Excel.

Desirable Experience

• Experience in recruitment, onboarding or employee lifecycle processes.
• Experience using a People or HR information system.
• Experience supporting dispersed, operational or multi-site workforces and working with line managers.
• Experience maintaining trackers, dashboards or management information.

Skills and Behaviours

• Highly organised, accurate and attentive to detail.
• Able to manage multiple starters, priorities and workstreams simultaneously.
• Confident following up actions, establishing ownership, challenging delays and escalating risks.
• Clear, professional written and verbal communication.
• Practical, collaborative, dependable and solutions-focused.
• Able to work independently, identify recurring issues and recommend improvements.
• Committed to a positive colleague experience, confidentiality, data accuracy and employment compliance.

Relationships

Internal

• AOP Heads of Service and managers
• People Operations Lead
• People & Talent Teams
• Talent & Resourcing Team
• Learning & Development
• IT
• Facilities
• Fleet.

External

• Candidates
• New starters
• Background, screening and DBS providers
• Occupational health providers
• Recruitment agencies where applicable
• People and business-service suppliers.

Pay: £28,000.00 per year

Application question(s):

• Do you have experience working in HR, recruitment, People administration or a similar administrative role?
• Have you coordinated processes involving multiple teams or stakeholders?
• Are you comfortable following up outstanding actions with managers and escalating delays when necessary?
• Are you confident using Microsoft Outlook, Teams, Word and Excel?

Work Location: Hybrid remote in Luton LU1 3LU