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People Operations Administrator

Time commitment: Full-time preferred
Location: Hybrid working: three days in the London office (Mon/Wed/Thu) and two days remote. We consider alternative requests to this.
Office: 140 Borough High Street, London, SE1 1LB
Reporting to: Head of People

Role initially open for applications from Friday 28th August - Sunday 6th September

About Paloma
In 2024, our founders, Mark and Darshak, were shocked to find that children needing an NHS autism or ADHD assessment were waiting 4-10 years for these assessments. Delayed assessments result in children being more likely to develop mental health conditions and fall behind in education. Furthermore, the much-needed pre/post-assessment support (outside of ADHD medications) is typically not funded by the NHS. These long waits have built up due to increased recognition and understanding of neurodevelopmental conditions and a lack of investment and innovation within the NHS to meet the growing demand.

Mark and Darshak, with their 25 years of combined NHS experience, including building services that have treated over 1,000,000 patients in obesity & ophthalmology, founded Paloma to change this. Our mission is to make NHS autism and ADHD assessments and care accessible within 4 weeks of a GP referral, and, in turn, help every child achieve their potential.

As of May 2026, we have successfully reduced waits to 3 months by;

• Taking a product-first approach to redesign the care pathway to give families a more consumer-like experience of care
• Our in-house product, engineering and AI team building our own autism and ADHD specific electronic patient record and AI documentation tool to free clinicians from their significant documentation burden to re-focus on supporting families
• Investing in expanding the clinician workforce and upskilling them in new ways of working.

We are proud that Paloma is:

• Loved by families, with 4.9 out of 5 Trustpilot and Google ratings
• Care Quality Commission (CQC) registered and quality-focused
• Clinically-led, with a team of 130 people, including over 80 clinicians supporting families through their assessment journey. We are hiring 100+ more roles over the next 12 months.
• A community of passionate, mission-driven and innovative team members who challenge the status quo and test and learn from new ideas and approaches.
• Backed by leading healthcare investors Triple Point and Heal Capital

What's next?

• Whilst we have reduced wait times, it is estimated that up to 500,000 children are still waiting for an NHS autism or ADHD assessment. We won't rest until this comes down.
• We want to build new services to support families and children diagnosed with autism or ADHD who feel lost after their assessments when the NHS is no longer there for them.

The Opportunity
Are you someone who loves details and getting through your to-do list, and has a passion for a career in HR/People? If so, this role is for you.

The People Operations Administrator will join our People team as we scale past 150 people, with 100+ more roles to fill over the next 12 months. You'll work closely with our People Ops Associate, Senior People Partner and Head of People, taking ownership of the processing side of the employee lifecycle, including right-to-work checks, referencing, DBS & Professional registration renewal, contract changes and employee data, so that our compliance and admin foundations stay solid and compliant as we grow.

This is a hands-on, execution-focused role. You won't be designing our processes initially; however, that could come with time. Your job is to make sure everything that needs to happen, happens: accurately, on time, every time. Because Paloma is a CQC-registered NHS provider, the admin you're processing isn't just paperwork. A missed DBS renewal or an incomplete right-to-work check is a safeguarding and compliance risk. We are looking for someone who really cares about the detail and cause and effect.

Over time, this role could grow into a People Operations Coordinator role and even further on the People Operations career path.

Day-to-day responsibilities

Compliance and data

• Process right-to-work checks, DBS renewals, professional registration, references, and mandatory training records accurately and on time
• Keep employee data, contracts, and changes clearly and correctly documented in Humaans, our HRIS
• Track policy sign-offs and chase outstanding actions before they become overdue
• Flag anything that looks off; a missing document, an approaching deadline, a mismatch between systems, before it becomes a problem, not after

Employee lifecycle admin

• Support onboarding and offboarding processing: contracts, system set-up, and documentation
• Prepare accurate, timely paperwork for starters, leavers, and changes to employment
• Support the payroll process by making sure changes are logged correctly and on time, ready for our Finance Team

Quality and process

• Self-check your own work as standard, ensuring accuracy is high
• Spot patterns in repeated errors or bottlenecks and raise them openly rather than just working around them each time
• Look for ways that tools and automation could remove manual, repetitive steps from your own workload

Cross-team

• Work closely with the People Ops Associate and Senior People Partners to keep records and processes consistent
• Own our People inbox via Zendesk, responding to routine employee queries about documents, records, and processes, escalating anything sensitive or complex

This role is for you if...

• You get genuine satisfaction from a task done accurately and completely
• You naturally see how one thing affects another - how a change in one system shows up as a problem somewhere else
• You have a solutions mindset and are confident in surfacing problems
• You're comfortable with repetitive, high-volume admin work and bring the same level of care to task 100 as you did to task 1
• You understand why compliance processes exist and don't see them as box-ticking, even when they're tedious

This role isn't for you if...

• You want to own process design, policy-writing, or stakeholder relationships. That may come in the future; however, the initial focus is admin and compliance
• You find repetitive, detail-heavy admin draining
• You need variety week to week to stay engaged; a lot of this role is doing the same categories of tasks.

Required experience and skills

• Strong administrative background, including some HR admin experience
• Experience working within a large organisation with mature, established processes; you know what "good process" looks like, why it exists and you're keen to bring that into a small organisation
• Comfortable with high-volume, repetitive administrative work (a background in an HR Shared Services model, or similar, is a strong fit)
• Excellent attention to detail and accuracy under volume
• Understands the importance of compliance and handles confidential employee data appropriately
• Comfortable learning and working within an HRIS (we use Humaans)
• Good written communication for routine employee correspondence

Desirable experience and skills

• Experience in a regulated industry or safeguarding-sensitive environment
• Experience with right-to-work checks, DBS processes, or similar pre-employment compliance checks
• Experience within a healthcare setting specifically

Don't meet every requirement?
Studies have shown that women and people from ethnic minority groups are less likely to apply for jobs unless they meet every qualification. Paloma is dedicated to building a diverse and top-performing workplace, so if you're excited about this role but your past experience doesn't align with every qualification, we strongly encourage you to apply. You may be just the right candidate for this or other roles!

Why Join Paloma?
You will be part of a mission-driven organisation that's transforming access to autism and ADHD
care in England. For all employees, we offer:

• A strong and positive culture that prioritises team building, transparency, and career development, including protected time and budget for team connection and learning
• Comprehensive compensation, including a salary of £35,000 per year (with flexibility based on experience), annual salary reviews, and a 5% employer pension contribution
• Equity through Share Options in Paloma Health, and optional Private Medical Insurance and Employee Assistance Programme
• Home Office Equipment Allowance
• 37 days of annual leave (28 standard days, plus eight bank holidays, plus your birthday off), with the option to buy up to 5 additional days, plus 2 days per year of special leave
• A premium performance company laptop and NHS discounts, including the Blue Light Card (as we are an NHS provider)

Equality & Diversity
Paloma Health is an equal opportunity employer committed to diversity and inclusion in the workplace and throughout the application process. We do not discriminate based on any protected characteristic.

Accommodations
We're glad to accommodate candidates who need adjustments throughout the hiring process. We encourage you to be open about the adjustments you need, so we can adapt our interview process accordingly.

Safer Recruitment & Pre-Employment Checks
Paloma Health ensures that supporting people to be safe is at the heart of our work and a key priority. As part of our pre-employment checks, you will be asked to complete a Disclosure and Barring Service (DBS) check at Enhanced, Standard or Basic level depending on your role. We are committed to safer recruitment practices and expect all applicants to share our dedication to safeguarding.

Application Process
Please apply via our website. We understand that applying for a new job requires significant effort, and we appreciate the time you put into it and look forward to reviewing your application. We expect this role to be popular and are therefore opening the role for 1 week initially; please apply before Sunday 6th September.

1st Stage: Talent Screen with Katie (People Director)
2nd Stage: In-person task with Katie (People Director) and Aoife (People Ops Associate)
Final Stage: Meeting with Mark, our CEO

Join us and be part of our journey to revolutionise access to NHS autism and ADHD care!