Benefits Administrator

Job description

With a company culture rooted in collaboration, expertise and innovation, we aim to promote progress and inspire our clients, employees, investors and communities to achieve their greatest potential. Our work is the catalyst that helps others achieve their goals. In short, We Enable Possibility℠. The International Benefits Administrator supports the delivery and administration of employee benefit programmes across the UK, Europe and Australia. The role is responsible for ensuring benefits are processed accurately and on time, including enrolments, changes, leavers, invoices, reconciliations, provider reporting and payroll-related benefit data. Working closely with Benefits, Payroll, Finance, Accounts Payable, HR colleagues, brokers and external providers, the role helps maintain accurate benefit records, resolve routine queries and ensure employee data is handled securely and confidentially. Key responsibilities Benefits administration Administer a broad range of employee benefits across multiple countries, including health and wellbeing benefits, risk benefits, meal vouchers, workplace savings, lifestyle benefits, salary sacrifice arrangements and recognition-related reporting. Support monthly and periodic benefit processes, ensuring new joiners, leavers, dependants and employee benefit changes are reflected accurately with providers, brokers, payroll and internal records. Download, review and maintain benefit reports from provider portals, internal systems and shared folders, ensuring information is saved and tracked consistently. Maintain benefit trackers, process records and monthly reminders to support accurate, repeatable administration. Invoice reconciliation and payment support Review, check and reconcile monthly, annual and ad hoc provider invoices against benefit summaries, membership reports, payroll data and prior-period invoices. Investigate discrepancies such as unexpected premium changes, missing employees, incorrect cover levels, leaver adjustments, refunds or credit notes. Prepare invoices and supporting information for Accounts Payable, ensuring documents are saved in the correct locations and routed within agreed timelines. Apply appropriate data protection controls, including redacting employee personal information before invoices or reports are shared where required. Provider and stakeholder coordination Act as a day-to-day operational contact for benefit providers, brokers and administrators, following up on queries, data changes, invoices and routine administration matters. Coordinate with Payroll, Finance, Accounts Payable, Treasury, HR and regional contacts to ensure benefit costs, deductions and membership records are accurate. Support employee benefit queries by checking records, coordinating with providers and preparing routine documentation or confirmations where needed. Maintain clear records and communication trails to support auditability, continuity and handover. International and scheme-specific support Support UK benefit administration across flexible, lifestyle, health, wellbeing and salary sacrifice benefits. Administer selected European benefit processes, including meal vouchers, new joiner enrolments, pension documentation and provider invoice handling. Support Australia benefit administration activity, including new hire and leaver notifications, broker updates, invoice checking, renewal data and year-end benefit cost reporting support. Assist with periodic renewal activity by preparing, checking or consolidating benefit data for review. Data accuracy, controls and confidentiality Maintain accurate benefit records, reconciliation files and reports across provider platforms, Workday, payroll files and shared folders. Handle confidential employee information appropriately, including secure storage, password protection and redaction where required. Check data for inconsistencies and follow up with the relevant internal team or external provider to resolve issues. Support process controls for benefit cut-offs, leaver deadlines, invoice cycles, payroll reporting and salary sacrifice checks. Process support and improvement Follow documented processes, provider instructions and internal checklists to ensure consistent benefit administration. Keep process notes, reminders and filing structures up to date to support continuity and handover. Identify recurring discrepancies or process gaps and suggest practical improvements to strengthen accuracy, controls or efficiency. Knowledge, skills and experience Experience in employee benefits administration, HR operations, reward operations, payroll support or a similar administrative role. Strong attention to detail and confidence working with employee data, provider reports, invoices, payroll files and reconciliation trackers. Good working knowledge of Microsoft Excel, including filtering, checking values, updating trackers and comparing reports. Ability to manage recurring monthly processes, deadlines and multiple benefit cycles in parallel. Strong organisational skills, with the ability to maintain accurate records, follow detailed processes and track actions through to completion. Clear written communication skills and confidence liaising with internal stakeholders, employees, brokers and external benefit providers. Comfortable handling confidential employee information and applying appropriate data protection controls. Experience with Workday, benefits platforms, provider portals or payroll-related reporting would be helpful. Systems and tools Microsoft Excel, Outlook, Word, OneDrive and shared network folders. Workday for employee data checks and benefit-related reporting. Benefit provider portals, broker platforms, document management tools and payroll-related reconciliation files. Key stakeholders Internal: Benefits, Compensation, Payroll, HR, Finance, Accounts Payable, Treasury and regional HR contacts. External: Benefit providers, brokers, administrators, insurers, pension contacts and benefit platform vendors. Employees: New joiners, leavers and benefit participants requiring routine benefit administration support. Role scope Geographic scope covers the UK, Europe and Australia, with a strong focus on UK benefits administration and selected country-specific processes. The role is operational, process-driven and data-focused, requiring accuracy, confidentiality, strong organisation and effective stakeholder follow-up. The position supports routine monthly administration as well as periodic activities such as renewals, annual invoices, reconciliation reviews and ad hoc reporting. 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