People Administration Coordinator in Luton

Main Duties

AOP onboarding coordination

• Act as the central People administration contact for AOP new starters.

• Coordinate the new-starter journey from day 1.

• Schedule the new starter’s meet and greet with their line manager.

• Coordinate the new starter’s first-day timetable so that IT collection/setup, manager handover and induction activities do not clash.

• Send the new starter a clear day-one schedule before they start, showing where they need to be, when and who they will be meeting.

New-starter readiness

• Coordinate pre-start readiness checks for every AOP starter.

• Confirm that requests have been raised for People First, IT accounts, AOP system access, equipment, uniforms, PPE and other role-specific requirements.

• Coordinate vehicle and driving-licence requirements where applicable.

• Confirm the starter’s first-day location, reporting instructions and named manager or local contact.

• Check that corporate and local induction arrangements are in place.

• Track unresolved requirements and escalate barriers to a safe and effective start.

AOP and IT coordination

• Coordinate IT inductions and collection for each new starter.

• Work with IT and the hiring manager to confirm that laptops, phones, accessories, accounts and required system access are ready before the colleague arrives in the service.

• Maintain a technology-readiness checklist for each starter and actively follow up anything outstanding before day one.

• Confirm that technology has been tested or confirmed as ready by the appropriate team before the starter moves into the field.

• Where something will not be ready, escalate this before the start date.

• Coordinate any approved alternative arrangements where an IT issue cannot be resolved before the employee starts.

• Check with the new starter following IT collection/setup that they can access the equipment and systems provided, referring technical problems to IT and tracking them through to resolution.

Induction and local handover

• Coordinate attendance at the appropriate THN corporate induction.

• Ensure managers understand their responsibilities before the starter arrives.

• Confirm who will meet or collect the starter following central induction.

• Ensure the starter has clear arrangements for their first day and first week.

• Coordinate alternative arrangements where operational requirements prevent attendance at the standard induction.

• Monitor whether local induction arrangements have been confirmed.

• Escalate repeated delays or gaps to the AoP People Partner or appropriate operational manager.

Early employment support

• Check that new starters have successfully transitioned into their AOP service.

• Coordinate agreed early-stage onboarding checks.

• Follow up administrative, access or equipment issues identified during the first weeks of employment.

• Refer management, employee relations or wider service concerns to the AOP People Partner.

Competencies

Experience

Essential

• Experience working in a busy People, HR, recruitment or administrative environment.

• Experience coordinating processes involving several teams or stakeholders.

• Experience maintaining accurate employee or business records.

• Experience managing competing priorities and deadlines.

• Experience handling confidential and sensitive information.

• Experience following up actions and ensuring outstanding work is completed.

• Good working knowledge of Microsoft 365, including Outlook, Teams, Word and Excel.

Desirable

• Experience supporting recruitment, onboarding or employee lifecycle processes.

• Experience using a People or HR information system.

• Experience supporting a dispersed, operational or multi-site workforce.

• Experience working with line managers and operational teams.

• Experience maintaining trackers, dashboards or management information.

Skills and behaviours

• Highly organised, accurate and attentive to detail.

• Able to coordinate several new starters and workstreams at the same time.

• Confident in establishing ownership and following up outstanding actions.

• Comfortable challenging delays and escalating risks appropriately.

• Clear and professional written and verbal communicator.

• Practical and solutions-focused.

• Able to recognise recurring issues and recommend improvements.

• Collaborative, dependable and responsive.

• Able to work independently while knowing when to seek support.

• Committed to providing a positive colleague experience.

• Understands the importance of 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 Team

• IT

• Facilities

• Fleet

External

• Candidates and new starters

• Background-screening and DBS providers

• Occupational health providers

• Recruitment agencies where applicable

• Other People and business-service suppliers