Onboarding Specialist

Job Description

Position Description


The Onboarding Specialist is responsible for ensuring employees are site deployment ready by completing all onboarding paperwork, namely competencies, qualifications, credentials, and tickets along with medical requirements. In addition, the Onboarding Specialist is responsible for securing all accommodation bookings for employees at site.

Tasks & Responsibilities


  • Ensure all induction requirements for each site are documented and maintained in the HR System. Any updates are communicated with the HR Team, SLT, relevant site Supervisors and updated within appropriate HR master records
  • Ensure all employees who are identified for projects and jobs by the Scheduling Team are site deployment ready
  • Complete required site documentation and site-specific systems data entry for all relevant employees
  • Coordinate and schedule all Coal Board Medicals, Drug tests and site-specific medical requirements for all relevant employees ensuring relevant timelines are met (e.g., drug tests within 5 days of job start)
  • Update the HR system to ensure all certificates, competencies and required licenses are up to date
  • Ensure all required documentation is either emailed or entered in the required site portal
  • Communicate regularly with site representatives (e.g., training, admin teams) to ensure site requirements are up to date, issues with employee records are resolved and any problems, delays or bottlenecks are escalated to the HR Manager


  • Ensure Accommodations register is up to date in the HR System. Any updates are communicated with the HR Team, SLT, relevant site Supervisors and updated within appropriate HR records
  • Complete Accommodation requests forms for each site.
  • Confirm with employee check-in and check-out dates ensuring SLE is within its fatigue management parameters
  • Email employees details of their accommodations once finalised and any changes that may occur with the booking
  • Coordinate with accommodation sites to ensure information is accurate between employees and accommodation providers via email and/or telephone

General HR Duties

  • Ensure all non-conformances are immediately reported to the HR Manager and relevant Site Supervisors and entered into the non-conformance register
  • Maintain Master register of Competencies in HR records and update as changes occur within the business and in the VET sector. For example, changes to units of competency

Minimum Criteria

  • At least 5 years’ relevant site mobilisation/onboarding coordination experience or equivalent
  • Familiarity with Microsoft Office suite of products including Outlook, Word, Excel, PDF and Teams
  • Understanding or experience with training and qualification documents or willing to learn
  • Highly customer focused with excellent communication, listening and and diplomacy skills 
  • Must be able to prioritise and be willing to work in a fast-paced, time sensitive environment

Preferred Criteria

Criteria is preferred, training will be provided if required.

  • Certificate III in Human Resources or Business Administration or higher
  • Mining or heavy industry administration experience strongly preferred
  • Familiarity with blue collar roles such as Boilermakers, Welders, Trades Assistance is highly advantageous

Organisational Relationships And Extent Of Authority

  • Work under clear direction and within the confines of tasks and responsibilities outlined above.
  • Issues, concerns and complex situations should be escalated to HR Manager for collaboration, guidance and direction
  • Limited authority and scope for independent judgement

Key Stakeholder Engagement

  • Employees
  • Supervisors/Managers
  • Site Representatives (outside the business)
  • Medical and Accommodation Providers (outside the business)
  • Human Resources Team

Work Environment and Physical Demands

This position is an indoor role and requires extended periods of time sitting at a desk operating a computer and telephone system. May require carrying out occasional low-level physical tasks including manual handling, bending, kneeling, twisting, squatting, and lifting.

Employee Responsibilities

  • Share in the company's Mission, Vision, and Values
  • Apply the company's values day-to-day as part of business operations
  • Operate and adhere to company policy and procedures
  • Provide suggestions to improve work practices or work environment through safety shares.
  • Use of the P-1000-001 Workplace Improvements Notices and P-1000-002 Incident Management registers to capture non-conformances, opportunities for improvement and notification process
  • Maintain confidentiality of HR records and related information
  • Exercise discretion and critical thinking in the handling and sharing of HR information to ensure trust and faith in the HR function is maintained
  • In the event of a confidentiality breach, inform both the HR Manager and the General Manager without delay

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