HR Operations Coordinator (6-month Fixed Term Contract)
2 days ago
Edinburgh
Description The HR Operations Coordinator provides broad HR shared services support across the employee lifecycle for 2,000+ employees, combining core HRSC activity with more complex co-ordination and query resolution. The role operates within a busy HR shared services environment, where strong process discipline, system confidence, attention to detail, and effective tracking are essential to delivering a high-quality service, while helping to maintain service continuity, improve processes, and support the successful embedding of new workflows. Key Accountabilities Manage and process contractual changes across the employee lifecycle for existing employees, including amendments, variations, and complex employment arrangements, ensuring accuracy and compliance with policy and legislation Oversee onboarding progress, using regular check-ins and shared tracking to keep pre-employment requirements, documentation, and employee set-up on track Manage Skilled Worker visa and sponsorship activity for existing employees, while maintaining broader right to work compliance and taking appropriate action where required Manage offboarding and exit processes, ensuring all documentation, systems, payroll, and communications are completed accurately and on time Manage family leave processes, including maternity, paternity, adoption, shared parental leave, and related changes, ensuring employees and managers receive clear guidance and that documentation, payroll inputs, and system updates are completed accurately and on time Manage third-party employment and salary reference requests, alongside internal employee requests for travel or other verification letters, ensuring information is provided accurately, confidentially, and in line with company policy and data protection requirements Provide accurate and timely payroll inputs, including changes to pay, allowances, and deductions, to support monthly payroll processing Support the Payroll and Benefits Lead with the administration of flexible benefits and annual enrolment activity Take ownership of shared HR inboxes, trackers, and workflow tools, using judgement to monitor incoming work, identify priorities, plan follow-up activity, and keep tasks moving through to resolution Respond to HR enquiries relating to policy, process, benefits, and administration, providing tailored guidance, identifying appropriate solutions, and ensuring resolution through collaboration or escalation where needed Maintain and update employee records in the HRIS, ensuring data accuracy, integrity, and compliance with data protection requirements Facilitate purchase orders and invoice processing for HR Operations, liaising with Finance to ensure timely and accurate transactions, and maintaining tracking to support budget monitoring and reporting Contribute to the continuous improvement of HR processes, documentation, controls, and service delivery standards Support the implementation and embedding of new HR systems and tools, including testing, training, and user support. Collaborate across HR teams to ensure seamless and joined-up service delivery across the employee lifecycle Qualifications You are an experienced and solutions-focused HR colleague with a strong foundation in HR operations or shared services. You are confident managing a broad range of employee lifecycle activity, including onboarding, contractual changes, offboarding, and other compliance-led processes, and understand the standards, pace, and judgement needed to deliver consistently in a busy environment. You hold, or are working towards, a CIPD Level 3 qualification, or have gained equivalent experience through hands-on involvement in HR operations. You learn new processes and systems quickly, understand the legal, policy, and internal process context behind HR activity, and are organised and detail-focused in the way you manage work, track activity, and maintain accurate records. You are confident working with HR systems, payroll-related processes, shared inboxes, trackers, and digital tools, and you take pride in providing clear guidance to employees, managers, and colleagues. You are proactive in the way you manage work, comfortable identifying what needs attention, prioritising activity, scheduling follow-up, and keeping work moving without needing close day-to-day direction. Comfortable operating independently while working as part of a collaborative team, you understand how actions in one area can affect wider processes and outcomes, and you contribute positively to continuous improvement in the way work gets done. Minimum criteria: Proven experience working in HR operations, HR shared services, or a similar administrative HR environment, with the confidence to manage a varied workload across the employee lifecycle Experience managing a broad range of employee lifecycle activity, including onboarding, contractual changes, and offboarding, with a clear understanding of the standards, accuracy, and pace required in a busy HR environment Experience working to service standards, shared service processes, or agreed response times, with a focus on timely, consistent, and customer-focused resolution Experience handling more complex or compliance-led HR processes, such as family leave, right to work, or sponsorship activity Understands the legal, policy, data protection, and process context behind HR activity and applies this accurately in day-to-day decisions and administration Experience maintaining accurate employee records and working confidently within HR systems and administrative platforms, with a strong focus on data integrity, audit readiness, and payroll-related inputs Good numeracy and confidence checking payroll-impacting data, such as pay changes, allowances, deductions, dates, hours, or other employee-related information A ble to manage a high-volume workload effectively, maintaining pace, accuracy, and service standards across competing priorities Strong attention to detail and a commitment to handling sensitive information with discretion, accuracy, confidentiality, and a high standard of professional judgement Strong written communication skills, with the ability to draft clear, accurate employee correspondence, guidance, and responses to HR queries Confidence providing clear, practical guidance to employees, managers, and colleagues on HR processes, policies, and requirements, while keeping the employee experience in mind Good judgement in identifying risks, exceptions, or issues that need escalation to payroll, HR colleagues, managers, or specialist teams Comfortable using Microsoft Office, HR systems, case management approaches, and digital tools to manage administration, documentation, tracking, and day-to-day coordination Comfortable using digital and AI-enabled tools, including Microsoft 365, Copilot, ChatGPT, or similar, to support drafting, research, tracking, and day-to-day administration Able to become proficient in new processes and systems quickly, carrying out research using internal and external sources where needed and applying learning accurately and consistently in day-to-day work Understands how actions in one part of the employee lifecycle can affect related processes, stakeholders, payroll, compliance, or employee experience Demonstrates strong ownership of shared inboxes, trackers, and work queues, with the ability to assess priorities, schedule follow-up activity, and keep work moving proactively without regular prompting Confident operating independently in a busy HR environment, with the judgement and capability to manage priorities without close day-to-day direction, while remaining a strong team contributor Experience supporting process change, system changes, or new ways of working, and contributing positively to their adoption within a team Actively contributes ideas, identifies issues early, and supports improvements to processes, controls, and ways of working CIPD Level 3 qualified, working towards, or equivalent practical experience Benefits Motability Operations is a unique organisation, virtually one of a kind. We combine a strong sense of purpose with a real commercial edge to ensure we provide the best possible worry-free mobility solutions to over 860,000 customers and their families across the UK. Customers exchange their higher rate mobility allowance to lease a range of affordable vehicles (cars, wheelchair accessible vehicles, scooters, and powered wheelchairs) with insurance, maintenance and breakdown assistance included. We are the largest car fleet operator in the UK (purchasing around 10% of all the new cars sold in the UK) and work with a network of around 5,000 car dealers and all the major manufacturers. We pride ourselves on delivering outstanding customer service, achieving an independently verified customer satisfaction rating of 9.8 out of 10. Our values are at the heart of everything we do. They represent ambition, and we look for our people to live and breathe them every day: We find solutions We drive change We care We operate hybrid working across the organisation where we split our time between working on-site at our offices, and at home, remotely within the UK. We believe hybrid working achieves a good work/life balance for our colleagues, allowing us to connect with each other, collaborate on important work, and perform together to deliver for our customers. It allows us to have the flexibility to work remotely up to 2-days per week whilst also using the great office spaces we have available. As a Motability Operations team member, you can expect: An annual discretionary bonus 15% non-contributory pension (9% non-contributory pension during probation period) Life assurance at 4 times your basic salary to give you peace of mind that your loved ones will receive some financial help Employee Discount Scheme with a huge number of retailers and an app to save on the go Discounted Electric/Hybrid Car Salary Sacrifice Scheme Access to the Cycle to Work Scheme (we have showers, changing rooms and secure bike sheds on site) As well as financial benefits, our staff's health and well-being are very important to us, so we also offer: 28 days annual leave with option to purchase and sell days Funded Private Medical Insurance cover Critical illness insurance Free access to healthcare apps, such as Peppy, Unmind, Aviva Digital GP Funded health screening for over 50s 1 day per year to volunteer - Staff can support a local charity or do a sponsored event whilst being paid for it Access to our fully accessible company allotment - Where we grow our own produce for local charitable organisations Access to Prayer room and quiet spaces whilst working in the office We also understand that not everyone is the same so offer several voluntary benefits that you can select outside the core package, these include; Dental Insurance Health and cancer screenings for you and your partner Discounted gym memberships Charitable giving At Motability Operations, we believe in building a diverse workforce, where our people are empowered to attend work as their true selves, and we encourage people from all backgrounds to apply. We want to sustain a culture that nurtures, where employees are free to flourish and where they're rewarded equally, regardless of race, nationality or ethnic origin, sexual orientation, age, disability, or gender. We pride ourselves on being an inclusive employer and as such, all our offices provide first rate disability access. With our hybrid working environment, we do our best to accommodate part-time and flexible working requests where possible, building on our culture of trust, empowerment, and flexibility. Please note, Motability Operations reserves the right to bring forward the closing date of any of its job vacancies if we receive a suitable number of quality applications from which to make a shortlist. Therefore, we recommend that you apply as soon as possible rather than wait until the published closing date. TPBN1_UKTJ
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