people operations admin

PEOPLE OPERATIONS ADMIN

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WHAT IS A/AN PEOPLE OPERATIONS ADMIN?

The People Operations Administrator plays a vital role in supporting the People Team across both recruitment and WorkCover/ACC administration for our retail network across Australia and New Zealand.

This role ensures the efficient, accurate, and compliant management of high-volume recruitment, onboarding, and injury/claims administration. Working remotely from Manila, you will collaborate closely with the Talent Manager, HR Business Partners, Payroll, and Retail Leaders to deliver a seamless and compliant people experience.

Exceptional organisation, attention to detail, and communication skills are essential to ensure consistency across multiple time zones and jurisdictions.

WHAT WILL BE YOUR MAIN RESPONSIBILITIES?

Recruitment & Onboarding

• Support end-to-end recruitment administration for:

• Casual Sales Assistants (high-volume, seasonal, and ongoing recruitment)

• Assistant Store Leaders and Store Leaders (targeted leadership recruitment)
• Coordinate job postings, shortlisting, interview scheduling, and candidate communication.
• Conduct work-rights checks in line with Australian legislative and company standards.
• Prepare and issue employment contracts and new-starter documentation.
• Accurately create employee profiles in HRIS and payroll systems.
• Coordinate pre-employment checks, induction activities, and ensure all mandatory training is completed.
• Track onboarding compliance and follow up with leaders as needed to meet Fair Work, visa, and company policy obligations.
• WorkCover (Australia) & ACC (New Zealand) Administration

General Responsibilities (All Regions)

• Administer all workplace incident and injury reports, ensuring compliance with regional legislation and internal policy.
• Maintain accurate claim registers, incident logs, and supporting documentation.
• Follow up on required medical certificates, wage summaries, and other claim-related documentation.
• Liaise with Payroll to ensure all compensation payments are processed accurately and within statutory timelines.
• Support HR Business Partners and Store Leaders with rehabilitation planning, suitable duties coordination, and return-to-work processes.
• Maintain communication with insurers, case managers, and regulatory bodies as required.
• Review incidents with the Health & Safety team to identify risks and recommend preventive measures.
• Prepare reports on incident trends, open claims, and return-to-work outcomes.
• Escalate complex or sensitive cases to the HR Business Partner or Head of People.

Australia – WorkCover Administration

• Submit WorkCover claims in accordance with relevant state or territory legislation and business requirements.
• Ensure wage summaries, claim documentation, and communication with insurers align with state timelines and obligations.
• Track the status of claims across multiple jurisdictions and assist with data for state-based audits or compliance reviews.

New Zealand – ACC Administration and Employer Obligations

• Ensure compliance with the Accident Compensation Corporation (ACC) requirements for workplace injuries.
• Verify and file ACC45 claim forms received from employees or medical providers, ensuring accuracy and completeness.
• Record all incidents in the company register within 24 hours and maintain copies of all documentation.
• Coordinate "first-week compensation" payments (80% of average weekly earnings) for any employee unable to work due to a work-related injury.
• Complete and submit ACC3 – Employer's Report of Injury when requested, providing accurate wage and employment details to ACC.
• Maintain communication with ACC case managers and ensure claim records meet privacy and audit standards.

Systems, Data & Compliance

• Perform accurate and timely data entry across recruitment, onboarding, HR, and injury management systems.
• Maintain all candidate, employee, and claim records in compliance with privacy and data security standards.
• Prepare and maintain recruitment, WorkCover, and ACC trackers for reporting and audit purposes.
• Support audits and contribute to continuous improvement initiatives within the People Team.

Team & Stakeholder Support

• Provide administrative support to the Talent Manager and HR Business Partners across recruitment and injury management processes.
• Liaise remotely with Store Leaders, Payroll, candidates, and external agencies.
• Communicate clearly and professionally across email, chat, and video channels.
• Support the rollout of People Team projects including wellbeing, safety, and engagement initiatives.
• Assist with ad-hoc HR administrative duties as required.

WHAT ARE WE LOOKING FOR?

Essential:

• Previous experience in recruitment, HR, or workers' compensation/ACC administration (retail or multi-site environment preferred).
• Working knowledge of Australian WorkCover and New Zealand ACC processes and employer obligations.
• Strong administrative, organisational, and time management skills.
• Excellent written and verbal communication across diverse teams.
• Proficiency with HRIS/ATS systems and Microsoft Office (Excel proficiency advantageous).

Desirable:

• Experience supporting distributed retail or field-based teams.
• Knowledge of payroll processes relating to compensation and leave payments.
• Familiarity with compliance reporting and audit preparation.

Attributes

• Empathetic, confidential, and people-focused.
• Highly organised and methodical with a continuous-improvement mindset.
• Confident working independently while collaborating across time zones.