We are looking for a detail-oriented and proactive Senior People Operations & Systems Specialist to be the operational backbone of our HR function across the UK, US and APAC, with working knowledge of Polish employment regulations as value added. You will own the day-to-day running of our Connect HR system, ensure the accuracy and integrity of all employee data, and act as the subject-matter expert on multi-region benefits administration, HR compliance, and people operations processes.
This is a hands-on role that sits at the intersection of technology, compliance, and employee experience. You will partner closely with HR Business Partners, Finance, and Legal to make sure our people processes are seamless, compliant, and scalable. This role presents a fantastic opportunity for you to build on your previous experience of implementing and adopting innovative approaches to modernising ways of working that propel HR processes into the future as we harness the ability of ongoing technological advances such as AI.
KEY RESPONSIBILITIES:
Connect HR System Administration
Serve as the primary system administrator for Connect HR, owning configuration, data integrity, user access, and ongoing maintenance.
Process all HR transactions in Connect HR including new hires, role changes, promotions, salary adjustments, transfers, and leavers.
Build, innovate and maintain workflows, approval chains, and automated alerts within the system to support HR processes.
Perform regular audits to ensure employee records are accurate, complete, and compliant with local data protection requirements (UK GDPR / US state laws).
Act as the first point of contact for employee and manager queries related to Connect HR; developing modernised and easy to navigate user guides and deliver system training.
Collaborate with the vendor and internal IT teams on system upgrades, integrations, and troubleshooting.
People Operations
Manage end-to-end employee lifecycle administration: contracts, onboarding, changes, and offboarding documentation for APAC, UK and US employees.
Maintain and update HR policies, employee handbooks, and process documentation to reflect current UK and US employment law.
Support payroll preparation by ensuring all people changes are accurately reflected and communicated to payroll teams on time.
Handle employment verification, right-to-work checks, and background screening coordination across regions.
Partner with HRBPs on employee relations administrative support, documentation, and case management tracking.
Benefits Administration
Administer UK benefits including pension (auto-enrolment), private medical insurance, life assurance and other perks.
Administer US benefits including medical, dental, vision, 401(k), FSA/HSA, COBRA, and state-specific programmes.
Manage annual benefits open enrolment cycles and new-hire enrolment processes, including employee communications and system updates.
Act as the liaison between employees and benefits brokers/providers to resolve queries and claims issues promptly.
Track leave programmes (UK statutory leave, US FMLA/state leave, PTO) and ensure accurate recording in Connect HR.
Benchmark benefit offerings periodically and provide data-driven recommendations to improve competitiveness.
Poland HR Administration (support when needed)
Support local HR administration for Polish employees, including compliance with the Polish Labour Code
Coordinate compliant processing of employment transactions.
Maintain awareness of Polish mandatory benefits (holiday entitlement, sick pay) and reflect these accurately in systems and processes.
Reporting & Analytics
Produce regular and ad-hoc HR metrics reports from Connect HR (headcount, attrition, time-to-hire, absence, etc.).
Identify and flag data quality issues proactively, driving continuous improvement in reporting accuracy.
We’ll also offer you a competitive salary and bonus as well as the following benefits:
Private healthcare
Life and disability insurance
ShareSave scheme - ability to purchase company shares on preferential terms
English language lessons during working hours
Flexible working conditions and hybrid work model
EAP
Multisport card
Free foreign travels insurance (for no work-related travels)
Easter/ Christmas Funding
Where you will be:
This role is based from our Wrocław office, we support hybrid working
To us at Aptitude, hybrid working means that our employees come together for 2-days per week at their local office. It’s an opportunity for our teams to collaborate, solve problems together and to be engaged and involved in the wider community of our business.
We ask employees to come into the office every Wednesday and give you the flexibility to choose your other day
Essential
3+ years of experience in a People Operations, HR Shared ServicesHands-on experience administering an HRIS platform
Understanding of UK employment law, statutory benefits, and HR compliance requirements.
Proven ability to process high volumes of HR transactions accurately and to deadline.
Strong data-handling skills; comfortable with Excel/Google Sheets and HRIS reporting tools.
Excellent attention to detail and a process-improvement mindset.
Strong interpersonal and communication skills
Ability to handle confidential and sensitive information with discretion.
Desirable
Experience supporting HR administration in Poland, including knowledge of the Polish Labour Code and ZUS obligations.
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Questions:
- Full name
- Email address
- Resume/CV
- Cover letter
- Phone
- Do you have work and residence authorization to stay and work in Poland?
- If yes, please indicate the basis of your work authorization:
- Citizenship
- Permanent Residency
- Valid Work Visa
- Dependent Visa
- Other (please specify)
- If you selected "other" please specify your work authorization
- Will you require visa sponsorship now or in the future to work in this country?
- How many years of experience do you have in a People Operations, HR Operations, or HR Systems role?
- Less than 3 years
- 3-5 years
- 6+ years
- Have you worked in a People Operations or HR team supporting 200+ employees?
- Have you used an HR system to manage employee data and process HR transactions such as onboarding, offboarding, contract changes, or employee record updates?
- Do you have experience supporting UK employees and applying UK employment legislation, statutory benefits, and HR compliance requirements?
- Do you have experience supporting USA-based employees, including HR processes, benefits administration, or employment compliance?
- Do you have experience supporting HR administration in Poland, including knowledge of the Polish Labour Code and/or ZUS obligations?
- Where are you currently located?
(city and country)
- We operate in a hybrid working environment (unless otherwise stated for certain roles). Are you able to attend the office at least two days per week?
- What are your total salary expectations for this role?
(Please state a specific figure or range in PLN. We ask this upfront to ensure alignment and to avoid unnecessary delays in the process)
- What is your availability or notice period?
- Where did you find our job posting?
- Aptitude website
- LinkedIn
- Job portal
- I was referred
- I was approached by an Aptitude Recruiter
- I'm an Aptitude Employee
- Other
- If you selected “other” in any of the questions above, please provide additional details
- Is there any additional information you would like to share that may be relevant to your application?
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I confirm that I have read the Recruitment Privacy Notice and understand that my personal data will be retained for up to 12 months until the selection for the open position I have applied for has closed.
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I hereby voluntarily consent to the Controller retaining my personal data for a further 12 months from the end of the selection for the open position for the purpose of updating me on new job opportunities.