What is Global HR Administration?
The best way to explain HR Administration services is to think about it in the context of the employee lifecycle. All aspects of the employee lifecycle that require compliance or day-to-day management will fall under HR Administration duties. This starts with a new hire, then moves onto areas like onboarding, payroll, benefits, statutory leaves, vacation, time management and ends with employee offboarding.
Employee Lifecycle Example
If we look at just one part of the employee lifecycle: onboarding – here are the different elements, we will support with a new hire onboarding process:
- Preparation of new hire paperwork, including completion of employment contracts
- Filling out new hire checklists
- Completing new hire tax forms
- Helping to conduct employee orientation
- Enrolling employees in benefits
- Conducting right to work checks
Once an employee is onboarded, there are many other responsibilities that an HR team is responsible for. Let’s say an employee needs to change their benefits if a life event occurs. The HR Administrator needs to submit the information to the benefits provider and liaise with payroll. If applicable they also need to coordinate occupational medical exams, distribute meal vouchers, restaurant coupons and complete employee verification certificates.
In some instances, the HR Administrator will get access to a client’s HRIS system to update employee profiles, upload information, store documentation, and make any necessary changes and updates.
At HSP Group, we Take a Bespoke Approach.
At HSP Group, we have seasoned experts that act as an extension of the client’s team and can support all areas of HR administration. This is particularly relevant when the customer has small, centrally located HR teams or a global population without local HR specialists in each country.
We take a bespoke approach and take into consideration our customer’s needs, what is required in different countries, and resource constraints. We evaluate what tasks are completed by the payroll providers and what duties the in-house HR team are responsible for. We can then identify the gaps and areas where we can support.
Country-specific Example
In France, some payroll providers do not have submission of new hire declarations (DUE) to the social security authorities as part of their standard payroll service, even though this is required by the government when bringing on a new hire.
HSP Group can complete the new hire declarations and support with:
- Answering ad hoc questions, such as inquiries related to statutory maternity and paternity leave requirements
- Guidance and support in case of an HR audit by local authorities
- Preparation of documentation – salary increase, promotions, employment verification letters, etc.
- Prepare an annual company holiday calendar – can be country by country with knowledge of what the different public holidays are across the world
- Employee offboarding process – disenrollment from benefits, coordinate with payroll, severance calculations, notice requirements, updates to the HRIS system
A business may have a substantial HR team, but no local expertise on the ground, with HR people located elsewhere. In this instance, HR Administrations services can be used for the likes of employee termination assistance, such as drafting termination notices in another language, coordinating with local payroll providers for severance and last day pay out calculations, and coordinate in-person meetings to sign a notice in person.
It may also be the case that there is just one issue that’s really challenging for a team within a business, and they feel they need some support. In this instance, HSP Group is happy to engage with the customer for just this one need.
Pros and Cons of HR Administration Services
With any kind of external support, there are always pros and cons to consider.
Pros:
- HR and administration services offered by outsourced providers offer an HR resource that can provide expertise and knowledge in multiple countries around the world – this is often hard to find in a single HR specialist or manager. Essentially, it’s a diversified resource that a business can use as and when it is required.
- Everything is established for you – the basics are all taken care of, allowing you to focus on business growth and expansion. Once you’re in a better position to hire more candidates and increase growth, you can do so knowing you’ve got all the correct systems in place.
- Time saving – if you’re a small business, having these services can save a lot of time. HR and administration services take away the time-consuming administrative tasks from the team, allowing them to focus on more strategic objectives and spend more time focusing on things such as employee engagement, performance management and career pathing.
Cons:
- Cost benefit threshold – as was mentioned, these services are great for small offices requiring support. However, at some point with headcount growth, there is a threshold where it no longer makes sense to outsource, and it may end up being more cost effective to hire someone locally.
- It can take some time to scope it out – often with these services, especially when outsourced via HSP Group, it’s a customized approach, specific to each customer and each country’s unique situation. . Businesses need to help providers figure out exactly what they need them to do.
Get in Touch to Find Out More:
The importance of HR Administration services is undisputable – it’s a business essential that cannot be overlooked, especially when it comes to remaining compliant and supporting the employees through their employment lifecycle.
For help or to enquire about HSP Group’s range of HR Administration services, contact us today and a member of the team will be happy to help.
