Benefits Administrator

Key responsibilities

Benefits administration

• Administer a broad range of employee benefits across multiple countries, including health and wellbeing benefits, risk benefits, meal vouchers, workplace savings, lifestyle benefits, salary sacrifice arrangements and recognition-related reporting.
• Support monthly and periodic benefit processes, ensuring new joiners, leavers, dependants and employee benefit changes are reflected accurately with providers, brokers, payroll and internal records.
• Download, review and maintain benefit reports from provider portals, internal systems and shared folders, ensuring information is saved and tracked consistently.
• Maintain benefit trackers, process records and monthly reminders to support accurate, repeatable administration.

Invoice reconciliation and payment support

• Review, check and reconcile monthly, annual and ad hoc provider invoices against benefit summaries, membership reports, payroll data and prior-period invoices.
• Investigate discrepancies such as unexpected premium changes, missing employees, incorrect cover levels, leaver adjustments, refunds or credit notes.
• Prepare invoices and supporting information for Accounts Payable, ensuring documents are saved in the correct locations and routed within agreed timelines.
• Apply appropriate data protection controls, including redacting employee personal information before invoices or reports are shared where required.

Provider and stakeholder coordination

• Act as a day-to-day operational contact for benefit providers, brokers and administrators, following up on queries, data changes, invoices and routine administration matters.
• Coordinate with Payroll, Finance, Accounts Payable, Treasury, HR and regional contacts to ensure benefit costs, deductions and membership records are accurate.
• Support employee benefit queries by checking records, coordinating with providers and preparing routine documentation or confirmations where needed.
• Maintain clear records and communication trails to support auditability, continuity and handover.

International and scheme-specific support

• Support UK benefit administration across flexible, lifestyle, health, wellbeing and salary sacrifice benefits.
• Administer selected European benefit processes, including meal vouchers, new joiner enrolments, pension documentation and provider invoice handling.
• Support Australia benefit administration activity, including new hire and leaver notifications, broker updates, invoice checking, renewal data and year-end benefit cost reporting support.
• Assist with periodic renewal activity by preparing, checking or consolidating benefit data for review.

Data accuracy, controls and confidentiality

• Maintain accurate benefit records, reconciliation files and reports across provider platforms, Workday, payroll files and shared folders.
• Handle confidential employee information appropriately, including secure storage, password protection and redaction where required.
• Check data for inconsistencies and follow up with the relevant internal team or external provider to resolve issues.
• Support process controls for benefit cut-offs, leaver deadlines, invoice cycles, payroll reporting and salary sacrifice checks.

Process support and improvement

• Follow documented processes, provider instructions and internal checklists to ensure consistent benefit administration.
• Keep process notes, reminders and filing structures up to date to support continuity and handover.
• Identify recurring discrepancies or process gaps and suggest practical improvements to strengthen accuracy, controls or efficiency.

Knowledge, skills and experience

• Experience in employee benefits administration, HR operations, reward operations, payroll support or a similar administrative role.
• Strong attention to detail and confidence working with employee data, provider reports, invoices, payroll files and reconciliation trackers.
• Good working knowledge of Microsoft Excel, including filtering, checking values, updating trackers and comparing reports.
• Ability to manage recurring monthly processes, deadlines and multiple benefit cycles in parallel.
• Strong organisational skills, with the ability to maintain accurate records, follow detailed processes and track actions through to completion.
• Clear written communication skills and confidence liaising with internal stakeholders, employees, brokers and external benefit providers.
• Comfortable handling confidential employee information and applying appropriate data protection controls.
• Experience with Workday, benefits platforms, provider portals or payroll-related reporting would be helpful.

Systems and tools

• Microsoft Excel, Outlook, Word, OneDrive and shared network folders.
• Workday for employee data checks and benefit-related reporting.
• Benefit provider portals, broker platforms, document management tools and payroll-related reconciliation files.

Key stakeholders

• Internal: Benefits, Compensation, Payroll, HR, Finance, Accounts Payable, Treasury and regional HR contacts.
• External: Benefit providers, brokers, administrators, insurers, pension contacts and benefit platform vendors.
• Employees: New joiners, leavers and benefit participants requiring routine benefit administration support.

Role scope

• Geographic scope covers the UK, Europe and Australia, with a strong focus on UK benefits administration and selected country-specific processes.
• The role is operational, process-driven and data-focused, requiring accuracy, confidentiality, strong organisation and effective stakeholder follow-up.
• The position supports routine monthly administration as well as periodic activities such as renewals, annual invoices, reconciliation reviews and ad hoc reporting.