We are looking for an HR Operations Administrator with experience in HR operations and administration to support UK HR processes.

Job Description: HR Operations Administrator

Location: India (Hybrid)
Working Hours: UK business hours (or overlap as agreed)

Role Purpose

The HR Operations Administrator provides operational and administrative support to the UK HR team, ensuring the effective delivery of HR operations across the employee lifecycle. The role focuses on maintaining employee compliance, managing HR administration activities, supporting employee queries, maintaining accurate HR records, and ensuring audit-ready documentation.

The role is responsible for managing HR operational processes relating to employee compliance, Disclosure and Barring Service (DBS), Right to Work (RTW), Care Certificate monitoring, HR mailbox management, staff file audits, employee record maintenance, Change Control Forms (CCFs), HR system updates, and compliance reporting.

Working within a compliance-driven workplace, the HR Operations Administrator will ensure all HR activities are completed accurately, within agreed Service Level Agreements (SLAs), and in line with UK Employment Law, UK GDPR, CQC requirements, and company policies.

Key Responsibilities

1. Employee Compliance Administration

- Monitor and maintain employee compliance records, including DBS, Right to Work, Passport validity and Care Certificate status.
- Track renewals and expiry dates, ensuring timely follow-up.
- Chase employees and managers for outstanding or expired documentation.
- Prepare supporting documentation for DBS Risk Assessments.
- Notify HR Leads immediately of DBS disclosures or compliance concerns.
- Maintain compliance trackers and audit records.
- Escalate compliance risks promptly.

2. HR Operations & Employee Services

- Manage the shared HR Operations mailbox.




- Respond to employee and manager queries within agreed SLAs.
- Provide guidance on routine HR processes and employment documentation.
- Log, monitor and resolve HR requests accurately.
- Create and process Change Control Forms (CCFs) for approved contractual changes, including Salary, Hours amendments, Position changes, Department transfers, Reporting line changes, Cost centre changes and Other contractual amendments
- Maintain employee records in line with approved changes.
- Escalate Employee Relations (ER), grievance, disciplinary, or sensitive matters to the appropriate HR team.
- Provide excellent customer service throughout the employee lifecycle.

3. Staff File Auditing & Compliance

- Audit employee files against CQC and Safer Recruitment standards.
- Identify missing, expired or incomplete documentation.
- Support remediation activities to achieve audit compliance.
- Maintain remediation trackers and audit logs.
- Escalate high-risk compliance issues.
- Ensure employee files remain audit-ready at all times.

4. HR Systems & Employee Records

- Maintain accurate employee records within Dayforce and other HR systems.
- Process approved employee changes, including new starters, Leavers, Contract amendments, Compliance updates and Employee status changes
- Ensure consistency between HR systems and compliance trackers.
- Perform regular data validation and quality checks.
- Support payroll by ensuring employee data is accurate and submitted within deadlines.

5.



Compliance Reporting & Governance

- Prepare and maintain monthly compliance reports
- Submit reports within agreed timelines.
- Escalate compliance risks promptly.
- Support internal and external audit requirements.

6. Data Protection & Confidentiality

- Handle employee information in accordance with UK GDPR and company policies.
- Maintain confidentiality of employee records, DBS information, safeguarding records and contractual documentation.
- Ensure secure storage and handling of sensitive information.
- Report any actual or potential data breaches immediately.
- Key Skills & Competencies

- Strong attention to detail and accuracy.
- Excellent organisational and prioritisation skills.
- Strong written and verbal communication.
- Excellent follow-up and stakeholder management skills.
- Ability to work independently and manage multiple priorities.
- Strong analytical and problem-solving skills.
- High level of confidentiality and integrity.
- Customer-focused approach.
- Proficient in Microsoft Excel and Microsoft Office.
- Experience working with HRIS and compliance systems.

Experience & Qualifications

Essential

- 2 - 5 years' experience in UK HR Operations, HR Administration or HR Shared Services.
- Good understanding of UK Employment Law and HR administration practices.
- Experience managing HR mailboxes and employee queries.
- Experience maintaining employee records and compliance documentation.
- Experience auditing employee files.
- Experience using HRIS/HRMS platforms.
- Strong Microsoft Excel skills.
- Knowledge of GDPR and confidential data handling.

Desirable

- Experience supporting UK-based organisations.
- Experience within the UK Care, Healthcare or Social Care sector.
- Knowledge of:
- DBS
- Right to Work (RTW)

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