HR Operations Administrator (LTG II)
Key Accountabilities
HR Systems, Data Management & Employee Records
Accurately process employee lifecycle transactions within HR systems, including hires, transfers, organisational changes, compensation updates, benefits changes and terminations
Maintain accurate, complete and up-to-date employee records, documentation and personnel files in accordance with company policies, data privacy requirements and record retention standards
Manage HR workflows, approvals and case management activities, ensuring timely completion and adherence to established service standards
Serve as a first point of contact for employees and managers, responding to HR operational enquiries and resolving queries or escalating as appropriate
Support the administration and maintenance of HR systems through accurate data entry, record updates, workflow management and user support activities
Conduct data validation and quality assurance activities to ensure high levels of data accuracy, integrity and consistency across HR systems and employee records
Support HR reporting activities through the preparation, validation and distribution of standard reports, employee data extracts and operational metrics
Maintain and administer employee documentation, including contracts, letters, employment changes and other HR-related correspondence
Support audit, compliance and governance activities through accurate record keeping, documentation management and provision of supporting information
Identify opportunities to improve administrative processes, workflows and service delivery, supporting the development and maintenance of standard operating procedures and process documentation
Compliance, Audit & Data Integrity
Maintain accurate, complete and compliant employee records, ensuring documentation is stored and managed in accordance with company policies, data privacy requirements and record retention standards
Support HR compliance activities through the completion of file audits, data validation reviews and routine quality assurance checks
Process and coordinate employment verification activities, including right to work checks, background screening, reference requests and other pre-employment requirements
Monitor completion of mandatory documentation and compliance requirements, escalating exceptions or risks as appropriate
Support internal and external audit activities through the preparation, validation and provision of employee records, documentation and supporting evidence
Ensure HR documentation, employee files and system records remain current, accurate and compliant with regulatory and organisational requirements
Identify and escalate data integrity, compliance or documentation issues, supporting timely resolution and corrective action
Support adherence to HR policies, procedures and operational controls through consistent administration and record management practices
Payroll & Benefits Coordination
Coordinate payroll administration activities across designated LTG jurisdictions, ensuring payroll inputs, employee changes and supporting documentation are submitted accurately and in line with payroll processing timelines
Maintain payroll trackers, payroll calendars and payroll related documentation to support effective payroll delivery across multiple countries and providers
Liaise with payroll providers, internal stakeholders and the International Payroll Lead to support payroll processing, issue resolution and operational continuity
Validate payroll related employee changes and supporting documentation prior to submission, escalating discrepancies or concerns where appropriate
Support payroll reporting, reconciliations, audit activities and payroll related data validation processes
Coordinate employee benefit administration activities across supported jurisdictions, including enrolments, amendments, leavers and provider notifications
Support ongoing administration, reporting and reconciliation activities for international benefit programmes and North American benefits plans
Coordinate benefits invoicing, eligibility reporting and reconciliation activities, identifying and escalating discrepancies where required
Respond to routine payroll and benefit related enquiries from employees and managers, escalating complex issues to the International Payroll Lead, HR Operations Advisors or other appropriate stakeholders
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Maintain accurate payroll and benefits records, documentation and process controls in accordance with organisational requirements
HR Reporting & Data Support
Prepare and distribute recurring HR operational reports, including headcount, employee lifecycle, absence, organisational and compliance related reporting
Support the preparation, validation and maintenance of standard HR reports, data extracts and reporting for HR stakeholders and business leaders
Perform data validation and quality assurance activities to ensure the accuracy, completeness and integrity of HR information
Support ad-hoc reporting requests through the extraction, preparation and collation of HR data from relevant systems and sources
Maintain reporting trackers, operational metrics and HR records to support effective workforce administration and operational decision making
Utilise HR systems and reporting tools to support data management, reporting activities and operational administration
Use Microsoft Excel and other reporting tools to organise, validate and present HR data in a clear and accurate manner
Partner with the HR Systems & Operations Specialist to support reporting activities, data accuracy initiatives and continuous improvement of HR information processes
HR Project & Operational Support
Provide administrative and coordination support for HR projects, initiatives and operational activities across LTG
Maintain project trackers, documentation, action logs and supporting materials to ensure activities are delivered in line with agreed timelines
Support HR projects through data preparation, information gathering, testing activities and administrative coordination
Coordinate meetings, communications and follow up actions associated with HR projects and operational initiatives
Assist with the implementation of new processes, systems, programmes and organisational changes by completing assigned operational and administrative activities
Contribute to project and operational reporting by providing accurate data, status updates and supporting documentation
Collaborate with HR stakeholders to ensure project-related tasks and deliverables are completed accurately and within agreed timeframes
Support continuous improvement initiatives through process documentation, feedback gathering and implementation support activities
Support the administration and coordination of annual HR programmes and people-cycle activities, including performance management, engagement surveys, compensation activities and compliance processes
What Success Looks Like
Accurate, timely and consistent processing of employee lifecycle transactions across all supported jurisdictions
High levels of data accuracy, integrity and completeness across HR systems, employee records and documentation
Employee records, contracts, correspondence and HR documentation maintained in accordance with company standards, compliance requirements and service expectations
Effective administration of HR workflows, case management activities and operational processes, with minimal errors and rework
Timely resolution or escalation of employee and manager enquiries, resulting in a positive and efficient service experience
Accurate and timely coordination of payroll inputs, benefits administration activities and supporting documentation across supported jurisdictions
Successful completion of payroll and benefits reconciliation activities, with discrepancies identified and resolved promptly
Reliable delivery of recurring HR reports, data extracts and operational metrics, supporting HR decision making and operational effectiveness
Consistent adherence to HR policies, procedures, service standards and operational controls
Audit ready employee records and documentation, with strong compliance and record management practices maintained at all times
Effective support of HR projects, system changes, organisational initiatives and annual people processes through high-quality administration and coordination
Effective partnership with payroll providers, benefits providers and operational stakeholders, resulting in efficient and accurate service delivery
Strong collaboration across the HR Operations team, including HR Operations Advisors, Payroll, HR Systems and other stakeholders
Continuous identification and implementation of process improvements that enhance efficiency, accuracy and service delivery
A responsive, scalable and employee-focused HR operations service that supports business and workforce needs
Candidate Profile
Experience & Knowledge
Experience supporting HR administration, HR operations, shared services or employee lifecycle processes within a complex organisational environment
Experience processing employee lifecycle transactions, including hires, changes, transfers and terminations
Experience maintaining employee records, HR documentation and personnel files with a high degree of accuracy and confidentiality
Experience using HR systems to process transactions, maintain records and support operational HR activities
Experience supporting payroll administration, payroll coordination or payroll related activities across one or more jurisdictions
Experience supporting employee benefits administration, provider coordination and reconciliation activities
Experience working with HR workflows, case management processes and service delivery environments
Experience preparing, validating and maintaining HR reports, employee data and operational metrics
Experience supporting compliance, audit, record management or data quality activities
Experience working with multiple stakeholders, service providers or external vendors
Understanding of employee lifecycle processes, HR administration best practices and operational service delivery principles
Experience supporting HR projects, process improvement initiatives or system implementations desirable
Experience supporting international or multi-country HR operations desirable
Relevant HR, administration, payroll or business-related qualifications or certifications desirable
Skills & Behaviours
Strong attention to detail with a commitment to accuracy, quality and data integrity
Excellent organisational skills with the ability to manage multiple priorities, deadlines and competing administrative activities
Strong customer service orientation with a focus on delivering a responsive, professional and employee-focused experience
Ability to follow established processes, procedures and service standards whilst maintaining high levels of accuracy and consistency
Strong communication and interpersonal skills, with the ability to build effective working relationships across HR, employees, managers and external providers
Ability to manage confidential and sensitive information with discretion, professionalism and sound judgement
Proactive and solutions focused approach to problem solving, with the ability to identify issues and escalate appropriately
Strong teamwork and collaboration skills, contributing positively within a shared services and operational environment
Adaptable and flexible approach to changing priorities, business needs and operational requirements
Continuous improvement mindset with a willingness to identify opportunities to improve processes, efficiency and service delivery
Ability to work independently whilst maintaining alignment with team objectives, priorities and service standards
Commitment to delivering high quality administrative support and operational excellence
Technical Capability
Proficiency in Microsoft Office applications, particularly Excel, Outlook and Word
Experience using HR systems to process employee lifecycle transactions, maintain employee records and support operational HR activities
Experience working with case management, workflow management or shared services ticketing systems
Experience maintaining accurate employee records, documentation and data within HR systems and databases
Experience preparing, validating and maintaining HR reports, employee data and operational metrics
Experience supporting payroll administration, payroll coordination and payroll related data activities
Experience supporting employee benefits administration, provider coordination and reconciliation activities
Ability to work with multiple systems, data sources and operational processes whilst maintaining high levels of accuracy and attention to detail
Experience using HR technology platforms such as ADP Workforce Now, Oracle HCM, Sage HR or equivalent systems desirable
Understanding of data privacy, confidentiality and information security principles in relation to employee information
Ability to identify data discrepancies, perform validation activities and support data quality improvement initiatives