People Operations Administrator

About the Role

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.

Key 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.

Skills & Experience

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.