We are seeking a proactive and detail‑oriented HR Shared Services Officer (HRIS) to support the delivery of efficient, high‑quality HR services across the employee lifecycle. This role combines hands‑on HR administration with practical HR systems (HRIS) support, including the administration of key people processes such as onboarding, probation, annual leave, and performance cycles while acting as the technical “super‑user” for our HRIS. You will play a key role in ensuring HR processes run smoothly, system data is accurate, and employees and managers receive timely support in a shared services environment.
Responsibilities
* Lifecycle management: Administer employee lifecycle processes from post‑onboarding to off‑boarding.
* Administration: Process and coordinate HR documentation, including employment contracts, amendments, letters, and communications for pay reviews, probation, maternity, extensions, leavers, and change of terms.
* Processes & Changes: Administer the probation, leaver and off‑boarding processes; update and submit accurate employee data changes (starters, leavers, contractual updates) on the HR system; update payroll tracker records for the Payroll and benefits team.
* First‑line Support: Provide first‑line support for HR queries via emails and ticketing CMS "TOPdesk", responding accurately and professionally to queries within agreed SLAs and escalating complex queries where appropriate.
* Compliance & Records: Maintain accurate employee records in line with GDPR and UK data protection legislation.
* Maintain relationships and liaise with third‑party providers (e.g., screening, Occupational Health).
* HRIS Administration & Process Ownership: Collaborate with IT to customise and deploy SelectHR (Access Evo) plugins for automated onboarding, off‑boarding, employee profiles, and appraisal workflows.
* Manage user access, create new employee profiles, and process system leavers with 100% data integrity.
* Administer key HR system cycles and processes, including annual leave cycles and balance management, probation tracking, onboarding and off‑boarding workflows.
* Identify continuous workflow improvement opportunities and automate manual tasks (e.g., self‑service portals).
* Lead the testing and implementation of system upgrades with IT and system provider to ensure HR processes remain efficient.
* Generate reports as required by the HR team and other departments.
* Participate in HR projects and initiatives that support operational excellence and employee experience.
Qualifications
* HRIS systems expertise: Prior experience using HRIS.
* Knowledge with HRIS Access (EVO / PeopleXD) is an advantage.
* Proven experience in HR operational or HR Shared Services.
* Ability to work with IT teams to configure system workflows and test new features.
* Strong understanding of HR processes, procedures and employee lifecycle.
* Experience handling sensitive personal data professionally with attention to detail.
* Proficiency in Microsoft Office (particularly Word and Excel).
* Excellent administration and organisational skills with ability to manage deadlines.
* Knowledge of UK employment legislation and right‑to‑work requirements.
Desirable qualifications
* CIPD qualification or working towards.
* Experience with HR ticketing system, Docusign and onboarding software.
* Basic knowledge of UK employment legislation and right‑to‑work requirements.
* Solid understanding of data protection, retention and confidentiality (GDPR).
Benefits
* Generous Group Personal Pension Scheme and life cover (subject to age and earnings).
* 25 days annual leave per annum, pro‑rated, plus public and privilege days.
* Buy and sell annual leave.
* Option to carry over up to two weeks of annual leave.
* Pirbright gym with membership.
* Pirbright social club.
* Pirbright Lifestyle Hub (employee discount site).
* Cycle to work.
* Subsidised staff restaurant.
* Childcare allowance.
* Free onsite parking.
* Electric car charging facilities.
This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. Responsibilities may change to carry out other duties as may be reasonably required by the line manager and may be reviewed on an ongoing basis in accordance with the changing need of the Pirbright Institute.
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