Onboarding Coordinator

The Role

Every successful hire deserves a great start. That begins with onboarding.

Onboarding is much more than getting someone ready for their first day. At IC24, it plays an important role in protecting our organisation, meeting employment and safer recruitment requirements, and helping ensure the people who join us are appropriately checked and ready to work in our services.

As an Onboarding Coordinator at IC24, you'll play a vital role in helping new colleagues move from accepting a job offer to being ready for their first day and beyond. You'll coordinate pre-employment checks, prepare contracts, maintain accurate records and work closely with hiring managers and teams across divisions to make sure nothing gets missed.

You'll be a key point of contact for candidates throughout the process, answering questions, keeping people informed and helping them feel welcomed before they even join us. You'll also work closely with teams including People, IT and Resource Planning to make sure everything is in place for a smooth start.

This is a role where the details really matter. From verifying identity and right to work to ensuring DBS checks, references and paperwork are complete, your work helps protect IC24, support compliance and give new starters confidence in their next step.

This is a role for someone who can balance a helpful, professional approach with sound judgement and a clear understanding of when requirements must be met. You’ll need to follow things through, ask questions when something doesn’t look right, manage competing priorities and have confident conversations when information is missing, deadlines are at risk or requirements haven’t been met.

If you're organised, accountable and confident working with people, this is an opportunity to make a real difference to how new colleagues experience joining IC24.

What you'll be doing

→ Owning the onboarding journey

Managing the process from verbal offer acceptance through to the first day of employment. You'll keep each candidate moving through the required stages, identify delays and take responsibility for following up on outstanding actions.

→ Protecting IC24 through robust pre-employment checks

Coordinating identity, DBS, reference and right-to-work checks, ensuring evidence is complete, accurate and recorded appropriately. You’ll follow IC24 policies and relevant CQC, safer recruitment and UK employment requirements, recognising when information is missing, discrepancies arise or a concern needs to be escalated.

→ Preparing contracts and records

Creating clinical and non-clinical contracts, maintaining accurate candidate and employee records, and ensuring interview paperwork and onboarding documentation are completed and stored correctly.

→ Keeping candidates informed and engaged

Acting as a central point of contact for onboarding queries, responding promptly and professionally, and making regular “keep warm” calls so candidates know what to expect and feel supported throughout the process.

→ Working with hiring managers

Supporting hiring managers, advising on onboarding requirements and following up where information or actions are outstanding. You'll build positive working relationships while being confident enough to challenge or escalate when needed.

→ Coordinating across teams

Working proactively with the People Hub, IT and Resource Planning teams to share new starter information within agreed timescales and make sure the right arrangements are in place for each person's start date.

→ Maintaining accurate data and reporting

Tracking onboarding progress, time to hire and candidate drop-out rates. You'll produce reports, maintain reliable records and use the information to identify bottlenecks, risks and opportunities to improve the process.

→ Supporting recruitment activity

Helping with recruitment open days and events, including contact centre tours, as well as contributing to projects and other administrative work across the Recruitment Team when required.

→ Improving how we work

Looking for ways to make onboarding more efficient, consistent and candidate-focused. You'll use your initiative to solve problems, spot recurring issues and suggest practical improvements rather than waiting to be told what needs doing.

Who this role suits

This role would suit someone with previous HR, recruitment, onboarding or compliance experience who understands the importance of accurate processes, clear communication and following things through.

You don't need to know every answer from day one, but you do need to take responsibility for finding answers, making sound decisions and keeping people informed.

You'll thrive as an Onboarding Coordinator if you:

• Have previous administrative experience, ideally in HR, recruitment, onboarding, compliance or another process-driven environment.
• Have excellent attention to detail and consistently check the accuracy and completeness of your work.
• Take ownership of tasks from start to finish and are comfortable being accountable for deadlines, decisions and the quality of your work.
• Can manage a busy workload, prioritise competing demands and recognise when something needs urgent attention.
• Communicate clearly and professionally, both in writing and over the phone.
• Can have difficult or challenging conversations with candidates and hiring managers respectfully, confidently and constructively.
• Build effective relationships with a range of stakeholders, adapting your approach while maintaining clear expectations.
• Are comfortable working within ambiguity, using your judgement to work through unfamiliar situations and knowing when to seek guidance or escalate a risk.
• Handle confidential and sensitive information with discretion and integrity.
• Can learn new systems quickly. Experience using an ATS or HRIS would be an advantage.
• Take a customer-focused approach and understand the importance of providing a positive, professional candidate and stakeholder experience.
• Look for ways to improve processes and are willing to question something that doesn't seem right.

Let's be honest about the role

Onboarding can look like a straightforward administrative process from the outside. In reality, it involves managing multiple candidates, deadlines, checks, systems and stakeholders - often at the same time.

A delay in one part of the process can affect a person's start date, workforce planning or a hiring manager's ability to fill a vacancy. Accuracy isn't optional, and outstanding actions don't resolve themselves.

This role needs someone who takes ownership, not someone who simply works through a checklist.

Some new starters underestimate:

• The importance of attention to detail. Missing information, incorrect records or incomplete checks can have real consequences.
• The need for accountability. You'll be expected to know what is outstanding, take action and see tasks through to completion.
• The confidence required to have difficult conversations. Sometimes you'll need to chase information, challenge incomplete paperwork or explain why a process cannot move forward until requirements are met, or withdraw offers when checks aren’t completed to a satisfactory level.
• The complexity of stakeholder management. Candidates, hiring managers and internal teams may have different priorities. You'll need to build relationships while keeping the process on track.
• Working within ambiguity. Not every situation will follow the usual process. You'll need to assess the circumstances, use your judgement, ask questions and escalate appropriately.
• Balancing speed with compliance. We want candidates to join us as smoothly as possible, but checks and processes must be completed correctly.

You won't be expected to know everything immediately, and support will be available. If you take pride in getting the details right, are confident following things through and can combine a helpful approach with professional challenge, you'll have the foundations to succeed here.

Why IC24?

At IC24, recruiting the right people is essential to delivering safe, effective care to our patients.

As part of our Recruitment Team within People, you'll help turn successful recruitment into a positive and well-managed start for every new colleague. Your work will support hiring managers, strengthen our onboarding processes and help ensure people are ready to contribute when they join us.

You'll work with teams across the organisation, develop your knowledge of recruitment and employment processes, and have opportunities to identify improvements that make a practical difference.

Who are we?

We are Integrated Care 24 (IC24), the leading not for profit Social Enterprise providing innovative and patient focused primary care services.

IC24 is committed to improving access to health and social care for our patients and reducing the demand on secondary care services. IC24 provides services to over 6 million patients, including GP led out-of-hours services, NHS 111, primary care and secondary care support services.

Every day, our people help patients access the care they need, when they need it most.

What's in it for you?

• Annual Salary of £26,000 per annum
• Opportunity to join the NHS Pension Scheme
• 6.6 weeks annual leave per annum plus bank holidays
• Enhanced family leave (maternity, paternity and adoption leave and pay)
• Inclusive wellbeing benefits
• Employee Assistance Programme including free 24/7 independent counselling and occupational health services
• Professional development opportunities
• Free membership to our reward and discount platform
• Access to Blue Light Card and other NHS Discount Schemes

Locations:

Ashford, Kent

Ipswich, Suffolk

Norwich, Norfolk

Hybrid working with a minimum of 2 days in office per week

Hours: 37.5 per week – 12 Month FTC

Travel: Flexibility to travel to wider IC24 Sites where required

Due to the nature of this position, employment is subject to proof of eligibility to work in the UK, completion of a satisfactory basic DBS disclosure and 3 years’ of references.

Please note: We reserve the right to close this vacancy early if we receive a sufficient number of applications. We encourage you to apply as soon as possible to avoid disappointment.

We celebrate brave ideas and brave people.

We have a duty to safeguard, protect and promote the welfare of those who use our services and our employees. This means we take every step we can to protect from harm, abuse and damage.

We are committed to providing equal opportunities for all and encourage applications from ethnic minorities, those with disabilities, LGBTQ+ communities, neurodiverse individuals and other under-represented groups. We're dedicated to creating an inclusive environment where everyone feels they belong.

If you need any workplace adjustments during the application or interview process, or have accessibility requirements, please contact the recruitment team at (email address removed).

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