Senior People Ops & System Specialist (Wrocław)

aptitudesoftware1; Wrocław; On-site; PLN 60,000 - 80,000; Full time

Benefits offered by this job

Private healthcare

Life and disability insurance

Flexible working conditions

Multisport card

Job summary

aptitudesoftware1 is seeking a Senior People Operations & Systems Specialist to oversee the HR function, ensuring compliance with Polish regulations and managing the Connect HR system. The role involves working closely with HR Business Partners and overseeing benefits administration across the UK, US, and APAC.

This position requires strong data-handling skills, attention to detail, and experience with an HRIS platform. The role supports hybrid working from the Wrocław office with a collaborative environment.

Qualifications

• 3+ years of experience in People Operations or HR Shared Services.
• Hands-on experience administering an HRIS platform.
• Understanding of UK employment law and HR compliance.

Responsibilities

• Administer Connect HR system and ensure data integrity.
• Manage end-to-end employee lifecycle administration.
• Administer employee benefits across multiple regions.

Skills

Attention to detail

Data handling

Communication skills

Process improvement

Tools

Excel

HRIS reporting tools

Job description

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 Services
• Hands‑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.