HR & Systems Coordinator
Position Summary
About Claranet Founded at the beginning of the dot.com bubble in 1996, our CEO Charles Nasser had a light bulb moment to develop a truly customer-focused IT business. Since then, Claranet has grown from an Internet Service Provider (ISP) in the UK to being one of the leading business modernisation experts, who deliver solutions across 11+ countries. At Claranet, we’re experienced in implementing progressive technology solutions which help our customers solve their epic business challenges. We’re committed to understanding their problems, delivering answers quickly, and making a lasting impact to their business. We are agile, focused and experienced in business modernisation. Our approach helps customers make genuine, significant shifts in their business strategy, to deliver financial savings, boost innovation, and create a resilient business. We continually invest in our people and the latest technologies, so our customers get peace of mind knowing that they have access to the best talent and services. In the UK we have over 500 staff working in London, Gloucester, Warrington, Leeds or as homeworkers. Working For Claranet Here at Claranet we pride ourselves on going the extra mile for and with our employees (yes, we really mean it). We offer an extensive benefits package that you can tailor to your needs, inclusive of a matching contribution pension scheme, healthcare, insurance, dental, discounted gyms and app supported benefit access. But what we think makes us different is ‘Team Claranet,’ our dedicated internal part of the business that supports you with matters close to your heart. We proudly support local charities in each of our office locations, support employees with paid charity leave, organise key charity fundraising event per year and have a dedicated committee responsible for supporting employee’s fundraising efforts. Our Vision Our vision is to become the most trusted technology solutions partner; renowned for being the best and brightest, having lasting impact with our customers and delivering exceptional returns to our stakeholders. Position Summary The HR & Systems Coordinator provides high-quality HR administration across the employee lifecycle while acting as the HR team’s subject-matter expert and super user for Sage People. The role combines day-to-day HR operational support with responsibility for HR data, systems support, benefits administration, payroll inputs, reporting and continuous improvement. Role Mission To provide an accurate, responsive and employee-focused HR administration service, while using extensive knowledge of Sage People and associated HR processes to support colleagues, resolve queries, maintain data integrity and improve how HR systems and processes are used across the business. Objectives & Key Results The HR & Systems Coordinator is part of the HR & People team and supports managers, employees and HR colleagues throughout the employee lifecycle. The key objectives will be to: • Ensure employee data in Sage People and associated HR records is accurate, complete and maintained on time • Provide responsive first-line support for HR administration, Sage People and employee benefits queries • Complete employee lifecycle administration accurately and within agreed deadlines • Provide accurate HR and benefits inputs into the monthly UK payroll process • Produce reliable HR reports and management information to support decision-making • Coordinate UK benefits administration and maintain positive working relationships with providers • Maintain clear, up-to-date process guidance and system resources for employees, managers and HR colleagues • Identify and support practical improvements to HR systems, workflows and administrative processes • Explore and support appropriate opportunities to use automation and AI to improve efficiency, accuracy and the employee experience Duties and Responsibilities Essential Roles & Responsibilities HR Administration & Employee Lifecycle • Provide day-to-day HR administration across the employee lifecycle, including starters, contractual changes, family leave, absence, probation and leavers • Prepare accurate contracts, letters and other employee documentation using approved templates and processes • Maintain employee files and HR records, ensuring documentation is complete, accurate and appropriately stored • Monitor the HR inbox and respond to routine employee and manager queries, escalating complex, sensitive or advisory matters to the appropriate HR colleague • Coordinate pre-employment checks, onboarding administration and new starter induction activity • Raise HR, recruitment, training and benefits purchase orders accurately and promptly • Support the HR & People team with cyclical activity, audits, project work and other reasonable administration HR Systems & Data • Act as the HR team’s Sage People subject-matter expert and super user, providing guidance and support to HR colleagues, managers and employees • Act as the first point of contact for Sage People and Sage Recruit queries, resolving routine issues and escalating technical or complex matters where appropriate • Maintain accurate employee data in Sage People throughout the employee lifecycle and complete regular data-quality checks • Investigate and resolve discrepancies across HR, payroll and benefits records, working with relevant colleagues and providers • Administer user access, permissions, forms, workflows and standard system configuration in line with agreed controls and responsibilities • Support the testing and implementation of system updates, workflow changes, new forms and system functionality • Produce regular and ad hoc HR reports, dashboards and management information, including support for annual Gender Pay Gap reporting • Maintain system guidance, process documentation and user resources, and provide training or demonstrations where required • Use detailed knowledge of Sage People and HR processes to identify opportunities to improve data quality, simplify administration and make better use of system functionality • Identify and help implement appropriate automation and AI-enabled improvements across HR processes, using approved tools and maintaining suitable checks, data protection and human oversight • Ensure employee data is handled securely and in accordance with UK GDPR, internal policies and agreed retention requirements Benefits Administration • Coordinate the annual UK benefits election and renewal process with internal stakeholders and external providers • Act as the first point of contact for routine employee and manager benefits queries, escalating complex matters where appropriate • Process benefit enrolments, amendments and leavers accurately and within agreed timescales • Maintain accurate benefit records and submit agreed monthly data to benefit providers, including Gallagher • Reconcile benefits data with Payroll and investigate discrepancies before payroll cut-off dates • Maintain employee benefits guidance, communications, handbooks, webinars and relevant HR system content • Support benefit-provider reviews, renewals, audits and employee communications, and monitor queries through to resolution Payroll Coordination • Prepare and submit accurate HR and benefits changes for the monthly UK payroll process in line with agreed deadlines • Complete checks and reconciliations of payroll-related HR data, investigating and correcting discrepancies promptly • Work closely with Payroll to resolve employee data, pay and benefits queries, escalating matters where necessary Reporting & Continuous Improvement • Produce accurate people data and reports for HR colleagues, managers and agreed business requirements • Support audits, statutory reporting and data requests by providing complete and reliable information • Identify recurring questions, manual activity and data issues, and recommend practical improvements to guidance, processes or system configuration • Contribute to HR projects and system improvements, ensuring actions are completed to a high standard and within agreed deadlines • Keep up to date with relevant developments in HR technology, automation and AI, and share practical recommendations with the HR & People team Teams To Collaborate With • HR & People – Work closely with People Partners, HR Operations and specialist colleagues to provide a consistent and effective service • Payroll & Finance – Provide accurate monthly inputs, complete reconciliations and resolve data or payment-related queries • IT & Information Security – Escalate access or technical issues and support appropriate controls for HR systems and employee data • Procurement – Support purchase orders, supplier processes and the administration of HR and benefits providers • Managers & Employees – Provide clear guidance and responsive support on HR administration, systems and benefits • External Providers – Maintain effective relationships with benefits and HR technology providers, including Gallagher and Sage Position Specifications Behavioural Competencies – Organisational & Behavioural Fit • Highly organised, with the ability to manage competing priorities and deliver accurately to deadlines • Proactive and accountable, taking ownership of queries and actions through to completion • Approachable and service-focused, with a practical and professional communication style • Discreet and trustworthy when handling confidential and sensitive employee information • Curious and improvement-focused, with the confidence to question inefficient processes and suggest practical changes • Collaborative and adaptable, with the ability to work effectively across teams and respond to changing priorities • Calm under pressure and able to apply sound judgement about when to resolve, refer or escalate an issue. Critical Competencies – Technical Fit • Practical experience of HR administration across the employee lifecycle within a busy HR or People team • Strong experience of using and administering an HR information system, with the ability to develop detailed system knowledge and support other users • Experience maintaining employee records and completing data-quality checks with a high level of accuracy • Confident Excel skills, including filters, lookups, pivot tables and data validation • Experience producing regular and ad hoc HR reports and presenting data clearly • Experience supporting payroll inputs, benefits administration or related reconciliations • Ability to troubleshoot routine HR system and data issues and escalate appropriately • Good understanding of confidentiality, UK GDPR and the handling of sensitive employee data • Strong written communication skills and the ability to produce clear guidance and employee communications • Experience of Sage People and/or Sage Recruit is desirable • Experience supporting system testing, workflows, forms or process automation is desirable • An interest in, or practical experience of, using automation and AI tools to improve HR administration, reporting or colleague support is desirable • CIPD Level 3, or equivalent practical HR experience, is desirable
