HR Coordinator

Excited to grow your career? BBVA is a global company with more than 160 years of history that operates in more than 25 countries where we serve more than 80 million customers. We are more than 121,000 professionals working in multidisciplinary teams with profiles as diverse as financiers, legal experts, data scientists, developers, engineers and designers.

About the Job

Role Overview:

The HR Coordinator will provide essential, day-to-day administrative and operational support across the entire employee lifecycle for the UK and MENA regions. Working closely with the HR Operations Manager, you will act as the engine room of the team, handling data entry, onboarding coordination, day-to-day benefits administration, and compliance tracking to ensure systems are updated and employee queries are resolved efficiently. This role is perfect for a highly organised, detail-oriented professional who loves keeping systems accurate, solving everyday employee queries, and keeping HR workflows moving seamlessly and is eager to learn how a modern, tech-enabled HR Operations function operates in a fast-paced regulated environment.

Please note this is a fixed-term contract opportunity for 12 months.

Key Responsibilities:

• HR Inbox Management: Serve as the main point of contact for the shared HR inboxes. Actively monitor and triage incoming emails, directly responding to routine employee queries regarding benefits, general operations, and basic policy guidance, while escalating complex matters to the HR Operations Manager.
• Employment & Reference Verifications: Draft and issue standard and regulated references for leavers, as well as bespoke employment verification letters (e.g. rental, mortgage, visa appointments, etc.).
• End-to-End Onboarding Support: Assist with the candidate-to-employee onboarding workflows. Assist in issuing new joiner packs, collecting required documents, and tracking milestones to ensure Day-1 readiness.
• Cross-Functional Coordination: Maintain the centralised onboarding checklist, tracking all pipeline files and escalating delays.
• Background Screening & Vetting Support: Initiate and administer day-to-day vetting files. Monitor progress, chase candidates for missing information, flag screening delays, and coordinate information requests to help the HR Operations Manager ensure clear and complete Fit & Proper (F&P) sign-offs.
• Right to Work (RTW) & Visa Tracking Support: Assist with first-line RTW verifications. Proactively maintain the immigration tracker by monitoring routine right-to-work updates and flags for visa expiry dates, extensions, and cancellations.
• Holiday Administration: Manage the tracking and administration of holiday entitlements, mandatory block leave, carry-over requests, holiday swaps, and days in lieu.
• Absence Tracking: Log and monitor sickness absences, compassionate leave, and other specialised leave requests, ensuring accurate record-keeping and proper documentation are uploaded.
• Family Leave Support: Assist the Payroll Manager with the administrative tracking of maternity, paternity, shared parental leave timelines and return to work dates and employee communication.
• Workday & ADP Administration: Execute the manual data entry and regular maintenance within Workday and ADP for routine employee lifecycle events. This includes processing probation completions, minor contractual updates, internal transfers, line manager changes, and exits.
• Probation Tracking: Maintain the systematised tracking and reporting log for all probationary period completions. Issue email alerts to line managers when probations are due, check that the review forms have been fully completed, and escalate any performance issues or delayed completions directly to the HR Operations Manager and relevant HR Business Partners.
• Data Quality & Auditing: Assist with routine data clean-ups and quality checks across HR files and systems to ensure absolute data integrity.
• Email Group Updates: Keep company-wide email distribution lists completely accurate by systematically adding new joiners and removing leavers during the onboarding and offboarding cycles.
• Personnel File Management: Maintain electronic personnel files and compliance records in strict accordance with GDPR, document retention, and archiving policies.
• Lifecycle Documentation Support: Assist with the drafting and generation of all standard HR letters, utilising pre-approved templates from the master library.
• Leaver Administration: Assist with the administrative tasks for the exit process, specifically focusing on drafting standard acknowledgment e-mails/letters, chasing for the return of corporate equipment, and raising the necessary IT tickets to initiate the offboarding workflow.
• Benefits Enrollments and Record Keeping: Handle registrations, changes, and cancellations with our medical, life insurance providers. Electronically file and organise sensitive documents, including Expression of Wishes forms, ensuring strict confidentiality.
• Benefits Data Updates: Prepare and send accurate monthly updates (joiners, changes, leavers) to external benefit providers.
• HR Communications Rollout: Support the distribution of company-wide HR communications, including benefits, compliance reminders, policy updates, to keep employees informed and aligned across the business.