HR Operations & Systems Specialist | WFH

Position Purpose:

The People Systems & Operations Administrator is responsible for maintaining disciplined people operations governance across the group through accurate employment documentation, compliant record keeping, and structured workforce compliance tracking, supported by well managed and optimised systems.

The role supports a centralised Shared Services model by ensuring people data and system data is accurate, policy aligned, and audit ready. It reduces workforce and operational risk exposure created by inconsistent documentation, fragmented systems, missed training obligations, or incomplete approvals.

The position also plays a critical role in administering and optimising core business systems, ensuring strong data integrity, user discipline, and integration across platforms, while supporting the Group CI, Compliance & Risk Manager with clear visibility of people and systems governance adherence.

Key Responsibilities:

1. Employment Documentation and Records Integrity (Rippling)

• Prepare employment contracts, amendments, and role change letters aligned to approved structures 

• Maintain accurate employee files including approvals, remuneration changes, and role movements 

• Ensure documentation reflects policy requirements and agreed approval pathways 

• Maintain retention standards, storage discipline, and confidentiality controls 

• Monitor key milestones including probation checkpoints, review dates, and role change cycles 

• Ensure alignment between employment documentation and system records (HRIS and other platforms)

• Manage an asset inventory of staff technology and tools

2. People Compliance and Governance Controls (Rippling)

• Maintain HR compliance registers including mandatory training, licensing, and policy acknowledgements 

• Track completion status and follow up overdue items with managers and state leaders 

• Maintain evidence libraries supporting HR compliance requirements 

• Identify recurring compliance breakdowns and recommend governance improvements 

• Escalate people compliance risks with clear, structured summaries 

• Support system based enforcement of compliance requirements (e.g. mandatory workflows, approvals, acknowledgements)

3. Onboarding and Offboarding Governance (Rippling)

• Coordinate onboarding documentation and required checks in line with process standards 

• Track system access requests and ensure appropriate approvals and evidence are captured 

• Complete system setup for new starters across all relevant platforms 

• Support structured offboarding including documentation finalisation, system and building access removal, and record updates 

• Ensure handover of critical documentation and system access is completed in line with governance requirements

4. System and Technology Administration

• Administer core business systems including HRIS, ATS, CRM, and other operational platforms 

• Manage user access, permissions, and system configurations in line with role requirements 

• Act as the first point of contact for system related queries and troubleshooting 

• Coordinate with vendors and internal stakeholders to resolve system issues 

• Support system implementations, upgrades, and enhancements 

• Ensure systems are configured to support business processes, compliance requirements, and reporting needs 

• Monitor system usage and adoption, identifying gaps and driving improved utilization

5. System and Workforce Reporting 

• Produce accurate, recurring reporting from people and business systems to support workforce oversight, operational planning, and compliance requirements 

• Maintain accurate headcount and workforce structure data across systems and trackers 

• Validate data prior to reporting, identify discrepancies across systems, and resolve or escalate data issues to ensure accuracy and auditability 

• Respond to leadership requests for system-generated reports and data extracts in a control and documented manner 

• Contribute to the ongoing improvement of reporting packs, dashboards, and data views to enhance visibility of workforce and system-driven metrics

 6. External Supplier Coordination and Governance

• Coordinate with external system suppliers acting as the first point of contact to manage escalations and clarify questions 

• Track supplier performance against expectations and service standards

• Ensure agency terms, documentation requirements, and process checkpoints are followed

• Escalate supplier issues, service failures, or compliance concerns through the Group CI, Compliance & Risk Manager

7. Continuous Improvement and Scalability

• Identify improvements to people operations workflows, systems, templates, and control checkpoints 

• Embed consistent ways of working across states and business units 

• Support automation of manual processes to improve efficiency and reduce risk 

• Contribute to system and process enhancements aligned to business growth 

• Support integration of people and systems metrics into shared services governance reporting

Skills, Experience, and Capabilities:

Essential

• Experience in HR administration, people operations, or systems administration 

• Strong experience working with HRIS or business systems 

• High attention to detail and strong confidentiality discipline 

• Strong organisational skills and ability to manage recurring deadlines 

• Confident communication style for follow up and control enforcement 

• Ability to manage and reconcile data across multiple systems 

Desirable

• Experience supporting multi-site or multi-entity workforce operations 

• Exposure to compliance frameworks or audit requirements 

• Experience with ATS, CRM, or payroll systems 

• Experience supporting system implementations or integrations