HR Shared Services Administrator

Description

The HR Shared Services Administrator delivers accurate, timely and compliant HR administration across the employee lifecycle, covering onboarding, employee changes, contractual documentation, HR systems,payroll coordination and offboarding. The role provides a consistent and responsive service to employees, managers and the wider People Team, while maintaining accurate records, supporting standardised global processes and ensuring approved HR activities are executed efficiently and with appropriate control.

Key Responsibilities

Employee Lifecycle Administration

Drives Results • Ensures Accountability • Customer Focus

•  Manage HR administration across the employee lifecycle, from onboarding through to offboarding.
•  Prepare offer letters, contracts and employment documentation using approved country templates.
•  Process approved employee changes including promotions, transfers, salary changes, working arrangements and contractual amendments.
•  Coordinate probation administration and employee exit processes, ensuring required actions and documentation are completed on time.
•  Maintain complete, accurate and compliant employee records and personnel files.

HR Systems & Data Administration

Ensures Accountability • Drives Results • Collaborates

•  Maintain accurate employee data within Paylocity and other HR systems.
•  Manage onboarding workflows and move approved candidates from recruitment through to onboarding.
•  Maintain employee master data, organisational structures and reporting relationships.
•  Monitor workflow completion and follow up outstanding documentation or actions.
•  Maintain high standards of HR data quality, confidentiality and integrity.

Payroll & Benefits Coordination

Ensures Accountability • Customer Focus • Collaborates

•  Coordinate payroll administration for new starters, employee changes and leavers within agreed payroll deadlines.
•  Ensure payroll information and supporting documentation are accurate and complete before submission.
•  Support benefits enrolment and routine benefits administration.
•  Liaise with Payroll and external providers to resolve routine queries and support accurate employee processing.

HR Service, Documentation & Compliance

Customer Focus • Collaborates • Courage • Ensures Accountability

• Act as a first point of contact for routine HR administrative enquiries from employees and managers.
• Manage shared HR mailboxes and provide timely guidance on standard HR processes, documentation and systems.
• Maintain approved HR templates and ensure employment documentation follows relevant country and company requirements.
• Maintain appropriate records and audit trails in accordance with data privacy, document retention and compliance requirements.
• Escalate employee relations, policy or other non-routine matters to the appropriate HR Business Partner.

Process Improvement & Reporting

Drives Results • Ensures Accountability • Collaborates

• Maintain Standard Operating Procedures (SOPs), process documentation and guidance for HR Shared Services activities.
• Identify opportunities to simplify processes, improve service delivery and reduce manual administration through HR system workflows and automation.
• Produce routine HR reports and monitor key activities including onboarding, probation and outstanding employee actions.
• Support HR audits, compliance reviews and continuous improvement initiatives across HR Shared Services.

Our Values in Action:

• Be Humble and Curious: by learning from colleagues, asking questions and looking for practical ways to improve HR processes and service delivery.
• Inspire, Empower and Prosper: by providing reliable HR support that enables employees, managers and colleagues to succeed.
• Team Up to Be Better: by working collaboratively across the People Team, Payroll and other functions to deliver a consistent employee experience.
• Be Passionate About Our Customers: by providing accurate, responsive and professional HR support to employees and managers.
• Take Ownership and Get Stuff Done: by completing HR administration accurately, on time and with clear accountability for follow-through.
• Be Eager to Win: by looking for ways to simplify administration, improve service levels and make better use of HR systems.
• Build a Better Future: by supporting scalable, efficient and compliant HR processes that enable Unilode’s continued growth.

The Small Print

This role operates within a global HR Shared Services environment supporting employees and managers across multiple countries and time zones. The successful individual will be expected to manage competing priorities while maintaining high standards of accuracy, confidentiality, compliance and customer service.

This job description outlines the general scope and expectations of the role and is not intended to represent a complete or exhaustive list of responsibilities. Duties may evolve in line with business requirements and the continued development of Unilode’s HR Shared Services model.

Requirements

Experience & Skills

• Experience in HR Administration, HR Operations or HR Shared Services.
• Good understanding of the employee lifecycle and standard HR administration processes.
• Experience preparing employment contracts and HR documentation.
• Experience using an HRIS such as Paylocity or a similar platform.
• Basic understanding of payroll administration and employee change processes.
• Strong organisational skills with a high level of accuracy and attention to detail.
• Good written and verbal communication skills.
• Ability to manage multiple priorities and work within agreed deadlines.
• Strong customer service orientation with a proactive and reliable approach.
• Ability to handle confidential employee information with professionalism and discretion.
• Confidence working with HR systems, employee data and standard process controls.