Sr Executive-Onboarding

Function: HR Shared Services

Position: Senior Executive Onboarding

Immediate Manager: Assistant Manager - Onboarding

Position location:Mumbai, NESCO

Role Summary:

To work as Compliance & GDPR Specialist within the onboarding function, delivering a remote and responsive Compliance and DSAR administration service. This role specializes in, though is not limited to, employment matters governed by EMEA legislation, with a particular focus on Right to Work verification, DBS checks, Security Clearance, and GDPR compliance. The Senior Executive provides expert guidance to line managers and employees on essential new hire checks, ensuring all segment-specific requirements are considered and met.

Key Responsibilities:

• Manage end-to-end onboarding processes, ensuring all new hire documentation, checks, and clearances are completed accurately and on time.
• Act as the Subject Matter Expert (SME) for onboarding compliance, including right-to-work checks, DBS verification, professional registrations, and segment-specific requirements.
• Provide clear, practical, and customer-focused guidance to new hires and internal stakeholders throughout the onboarding journey.
• Ensure all onboarding queries are logged and resolved via the HR Hub system, with service tickets closed in a timely manner.
• Provide specialist advice and support to onboarding and compliance assistants, ensuring alignment with policies and legislation.
• Act as an escalation point for complex onboarding queries, offering resolution strategies and hands-on support.
• Liaise with third-party vendors and government bodies for services such as National Police Clearance, medical checks, and reference verifications.
• Collaborate with HR Services and Employee Relations teams to escalate and manage onboarding issues that pose legal or business risks.
• Drive continuous improvement initiatives within the onboarding function, identifying opportunities for efficiency and service enhancement.
• Maintain accurate onboarding records and tracking tools, ensuring both manual and electronic files are up to date for reporting and audit purposes.
• Conduct regular internal and external audits to ensure consistency, compliance, and service excellence.
• Document all onboarding processes and review quarterly to incorporate legislative updates and procedural changes.
• Provide hands-on assistance to other HR Services teams during peak periods or for ad hoc projects.
• Ensure all personnel recordsboth hard and soft copiesare securely maintained in compliance with the Data Protection Act and segment-specific requirements.
• Adhere to the Information Security Policy and any additional security protocols relevant to specific customer groups.
• Deliver timely updates to stakeholders to minimize legislative breaches and mitigate business risks.

Accountabilities:

• Identify and escalate onboarding-related compliance issues that pose serious business or legal risks, ensuring timely intervention and resolution.
• Monitor and implement changes in employment legislation and onboarding regulations, updating process documentation and communicating clearly to relevant stakeholders via platforms such as
• Deliver accurate and timely onboarding reports to support mitigation of financial, legal, and reputational risks across the business.
• Champion and implement onboarding process improvements, driving efficiency, consistency, and enhanced candidate experience.
• Support the performance management and development of Onboarding and DSAR Assistants, fostering a culture of continuous learning and service excellence

Qualifications and Experience:

Essential

• A practical understanding of onboarding compliance requirements, employment legislation, and regulatory bodies across EMEA regions
• Proven ability to deliver remote onboarding support for multi-site and geographically dispersed teams
• Demonstrated capability to manage and prioritize multiple onboarding requests and stakeholder needs simultaneously
• Highly organized with the ability to coordinate and track a high volume of onboarding tasks and service requests daily
• Comfortable working in a dynamic, fast-paced environment with shifting priorities
• Ability to mentor and support onboarding assistants, providing constructive feedback and guidance
• Skilled in identifying and resolving onboarding issues that may lead to potential service delays or stakeholder dissatisfaction
• Strong commitment to confidentiality and data protection in handling sensitive employee information
• Excellent verbal and written communication skills, with a professional and approachable tone
• Polished telephone etiquette and ability to manage conversations with empathy and clarity
• Collaborative team player with the initiative to work independently when required
• Strong customer service orientation with a focus on delivering a positive candidate experience
• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
• Experience working in a Shared Services environment or a high-volume HR operations team
• In-depth knowledge of onboarding compliance processes including Right to Work, DBS checks, and segment-specific requirements
• Familiarity with GDPR legislation and best practices for handling compliance and DSAR requests
• Working knowledge of HR systems and platforms such as SAP HR, CRM, or similar technologies
• Prior experience in managing EMEA onboarding processes and background verification for new joiners (4 to 6 years preferred)

Competencies – Indicate which of the Sodexo core competencies and any professional competencies that the role requires

Growth, Client & Customer Satisfaction / Quality of Services provided

Leadership & People Management

Rigorous management of results

Innovation and Change

Commercial Awareness

HR Service Delivery

Employee Engagement