People Operations Administrator

Job description

Purpose of the Role The People Operations Administrator is responsible for accurate and timely transactional delivery across the employee lifecycle. The role provides first-line support, maintains People data and employee records, prepares standard documentation and processes routine payroll and benefits activity. The Administrator works within agreed processes and service levels, escalating complex, sensitive or non-standard matters to the People Operations Advisor or Manager. Employee Lifecycle Administration Process standard employee lifecycle transactions, including new starters, probation updates, leavers, transfers, promotions, contractual changes, family leave, absence administration, benefits changes and employee data updates. Complete activity accurately and on time, following approved processes, templates, controls and service levels. Maintain trackers, checklists and case records so that progress, ownership and outstanding actions are clear. Identify missing, inconsistent or unusual information and escalate before processing where clarification or approval is required. Support People Operations activities and assigned specialist workstreams, including benefits administration, early careers or other operational areas. Employee and Manager Support Act as a first point of contact, providing factual guidance based on approved People policies, procedures, programmes, knowledge materials and People+ or Wellbeing+ self-service guidance. Monitor and manage allocated queries through the UKHR Inbox, resolving routine enquiries in line with agreed service levels. Escalate complex, sensitive, exceptional or non-standard matters to the People Operations Advisor or Manager. Maintain clear, accurate and professional communications and record relevant actions within approved systems. Support a consistent, helpful and employee-focused service across all interactions. People Data, Systems and Records Maintain accurate, complete and confidential employee information across People systems, employee files and related records. Complete routine data validation, audit checks and corrective updates in line with agreed controls. Use People systems and case management tools correctly, following access, security, data protection and record retention requirements. Prepare standard reports, trackers and data extracts in line with agreed requirements and access permissions. Escalate system issues, data discrepancies or access concerns promptly. Employment Documentation Prepare standard employment documentation, including contracts, variation letters and employee correspondence, using approved templates and instructions. Check documentation for accuracy, completeness and the required approvals before issue. Refer complex, non-standard or unclear documentation to the People Operations Advisor for review. Maintain templates and filing records in accordance with document control and retention requirements. Support document audits and corrective actions where required. Payroll and Benefits Administration Process routine payroll and benefits changes accurately and submit information within required deadlines. Support employee benefit enrolments, life events, routine queries and day-to-day scheme administration, including assigned car scheme activity. Maintain supporting records and trackers and provide information for checks, reconciliations, reporting and audits. Escalate complex queries, exceptions, provider issues or potential payroll risks to the People Operations Advisor or Manager. Follow agreed controls and do not process changes without the necessary information or approval. Compliance, Improvement and Projects Maintain tracking records and support compliance monitoring, audits and statutory reporting requirements. Contribute to process reviews by identifying recurring issues, manual activity and opportunities to improve employee experience or efficiency. Participate in system testing, data checks and implementation activity, providing clear feedback on issues and user experience. Provide administrative and operational support to People projects and organisational change activity as assigned. Keep process notes and knowledge materials current for assigned activities and raise required updates with the Advisor or Manager. Knowledge, Skills and Experience Previous experience in People Operations, HR Administration, HR Shared Services or People Services. Understanding of employee lifecycle administration, employment compliance requirements and customer-focused service delivery. Experience using HR information systems, ideally SAP SuccessFactors, together with ticketing or case management systems. Strong organisational skills, attention to detail and commitment to accurate data and documentation. Confident use of Microsoft Outlook, Excel and Word. Ability to manage competing priorities and meet service level commitments. Clear written and verbal communication skills and confidence providing routine guidance. Ability to handle sensitive and confidential information with professionalism and discretion. Proactive and collaborative approach, with an interest in continuous improvement and problem-solving. Please tell us what would help you take part and give enough practical detail for us to arrange it. We will handle your request confidentially, and it will not affect how you are assessed. We make reasonable adjustments in line with the Equality Act 2010. At Colliers, we empower people to perform at their best. As a Disability Confident Employer, we want every candidate to feel welcome. If anything would help you take part in our process, such as extra time or rest breaks, step-free access, or a different interview format, please tell us in your application. You are not expected to share a diagnosis or medical history. Colliers is proud to be an equal opportunities employer. We do not discriminate based on age; disability; gender; gender reassignment; marriage and civil partnership; pregnancy and maternity; race (including colour, nationality and ethnic or national origins); religion or belief; sex; or sexual orientation. We also value diverse experience and neurodiversity. *Any CVs, Candidate details or Introductions sent directly to Colliers employees without a prior written mandate from the Colliers UK Talent Acquisition or HR Team shall be deemed unsolicited and provided voluntarily. In such cases, Colliers shall have no obligation to pay any introduction, recruitment or placement fee, and may engage or hire the Candidate without liability to the Agency. Colliers is a leading commercial real estate services company, providing a full range of services to real estate occupiers, developers and investors on a local, national and international basis. Our UK business is headquartered in London, with over 1,300 specialists across 16 offices in the UK and Ireland.