Benefits Administrative Assistant

Assisting the UK & Global Benefits team with various support tasks, delivering efficient customer service to internal and external stakeholders, and maintaining accurate, up-to-date records and documentation. You will help ensure our employees have a smooth experience with their benefits and reward programs by handling inquiries, data, and administrative processes with care and efficiency.

We are a diverse, collaborative group of professionals who share a passionate commitment to putting our employees first. Our team fosters a fun, inclusive, and supportive atmosphere – we work hard, but we make time to celebrate successes together. The environment is fast‑paced and dynamic. Everyone’s ideas and contributions are valued. We pride ourselves on building genuinely authentic relationships across the business. Team members support each other, ensuring we win as a team.

We’re looking for an Administrator professional or aspiring HR Administrator specialist who meets the following criteria:

• Proficiency in Microsoft Excel – able to comfortably organize data, use spreadsheets for tracking, and perform basic analysis.
• General IT and MS Office skills – competent with Outlook, Word, and PowerPoint; able to create basic presentations.
• Communication skills – clear and professional written and verbal communication; comfortable responding to employee queries in a friendly, concise manner.
• Organization & time management – ability to handle multiple tasks, keep things orderly, and meet deadlines in a fast-paced environment.
• Attention to detail – high level of accuracy in reviewing documents, data entry, and processing information.
• Eagerness to learn – quick to learn new systems and processes; able to pick up HRIS or benefits platforms (experience with Workday or Darwin is desirable).
• Customer service mindset – approachable and empathetic when dealing with employee questions or issues, striving to provide a positive experience.
• Basic HR/benefits knowledge – understanding of or exposure to employee benefits and compensation concepts (desired).
• Experience – previous experience in an HR, benefits, or administrative/support role.

Behaviours

• Attention to Detail: Meticulous in your work, ensuring accuracy and quality in every task.
• Customer Service Focused: Passionate about delivering a great experience to employees, with a helpful and positive attitude.
• Adaptable and Flexible: Comfortable adjusting to new challenges or changes in priorities; remains composed and productive in a dynamic environment.
• Team Player: Collaborative by nature, willing to support colleagues and contribute to a team‑centric culture. Celebrates team wins and communicates openly.
• Discreet and Trustworthy: Able to handle sensitive personal data with a high level of confidentiality and integrity.
• Proactive and Initiating: A self‑starter who takes initiative, seeks ways to improve processes, and asks questions or suggests improvements.

What The Role Includes

• Serve as the first point of contact for the UK Benefits inbox, responding to employee queries within 72 hours and escalating complex issues to the Reward & Benefits Advisor or UK Benefits Partner when necessary.
• Track and collate statistics on incoming benefits queries to help measure benefit usage and inform ROI analysis.
• Handle benefits invoice administration – review incoming invoices and backup documents, liaise with Finance and benefit providers regarding payments or discrepancies, and log all invoices on the master tracker.
• Administer employee reimbursement benefit requests in Workday – validate applications and supporting documents, record them in the master spreadsheet, and follow up with employees for any missing information.
• Data analysis and reporting – run regular reports from Workday and Darwin, reconcile data, and chase up any missing or inaccurate information to keep records complete.
• Support the Reward & Benefits Advisor in collating global benefits data for various reporting needs or projects.
• Coordinate onboarding support: send out monthly welcome emails to new employees, schedule benefits induction sessions, and manage the team’s induction calendar invites.
• Contribute to general team administration and projects as needed to ensure the smooth operation of reward and benefits programs.

We are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion. You will be working in an inclusive environment and be encouraged to bring your whole self to work. We will do all that we can to help you successfully balance your work and home life. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with. It’s talent that matters to us and we encourage applications from people irrespective of their gender identity, race, sexual orientation, religion, age, disability status or caring responsibilities.