HR Shared Services Representative

The HR Shared Services Representative 1 offers daily operational support to the global HR team and employees. This role includes assisting employees with HR policies, procedures, and benefits, addressing inquiries and requests, and supporting onboarding, training, and HR COE program launches. Meticulous attention to detail and proficiency in data processing and handling are essential, along with utilizing various systems and platforms to maintain data integrity throughout employee lifecycle processes.

Level of Experience for New Employees:

This is an entry-level administrative support role in HR Shared Services, HR Advisory, and COEs. The job involves responding to basic employee inquiries and using established company policies and procedures to resolve routine issues.

While working under close supervision and receiving detailed instructions, the role requires the employee to identify areas for knowledge gaps and take the initiative to learn and expand their understanding of HR concepts, products, and services. The position also involves building positive working relationships within the company.

Essential Duties and Responsibilities:

HR Technology:

The employee and manager inquiries are supported by HR Shared Services through the use of the Employee Service Portal, wexchange, Google Drive, AODocs, and Finn.

Onboarding

The HR Shared Services Representative responds to routine inquiries from managers and employees and supports them on general HR policies, programs, practices, processes, and systems. They coordinate the onboarding process for new employees, which includes:

• Supporting the communication of contracts of employment and other relevant onboarding paperwork

• Collecting, filing, and coordinating all new starter documents with payroll

• Obtaining and verifying worker documents following compliance regulations

• Creating new employee files

• Updating systems

• Liaising with the Talent Acquisition team on progress with new joiners

Terminations

• Manage employee termination data within Workday (HR system).

• Prepare and oversee resignation confirmation letters.

• Calculate accrued holiday time for departing employees.

• Collaborate with payroll and HR Tech to ensure data security in urgent termination cases.

• Distribute and analyze electronic exit interview surveys; escalate any concerns to the People Operations Leadership team.

• Maintain employee file archives.

• Ensure payroll is notified of all employee departures by designated deadlines.

Employee Changes

• Data entry and updates of all changes of terms and letters following correct approvals being received.

• Processing changes in the HR system (Workday) & other related systems as required.

• Changes to organizational structures are updated regularly and audited in the HR system.

• Documentation of all employee changes

Absence Systems Management

• Management and maintenance of the absence management system (e-days).

• Ensuring all reporting lines are correct and updated every week.

• Updating requests received from employees in terms of any corrections that are required

• Management and maintenance of background leave planning and absence types, ensuring the correct of each applicable employee by country and contractual terms.

• Requesting company doctor appointments via instructions from managers/HRBP’s for relevant countries.

Probation Process Monitoring

• Logging of all probation dates on the central tracker.

• Weekly tracking and chasing of managers as per the process in place.

• Raising successful probation period letters.

• Filing of probation-related documents received from managers and HRBP’s.

• Flagging any issues to HRSS Manager and HRBP’s.

Payroll Support

• Addressing employee/manager questions related to payslips, deductions, holidays, taxes

• Assisting employees with payroll direct deposits

• Time and Absence inquiries

HR COEs 

• Supporting the wider HR team on projects as and when required.

• Supporting the wider business on projects as and when required

• Occasional employee relations case support such as data entry, as and when required.

• Create and deliver docusign Worker Documents

General Tasks
Business Travel Letter Requests

• Confirmation of employment request completion

• Supporting company fleet vehicle inquiries

• Continuous Improvement and follows knowledge management best practice