People Operations & Systems Specialist
Department: Enabling : People and Development
Employment Type: Permanent - Full Time
Location: Spain
Description
At Anthesis, our people are at the heart of everything we do. As we continue to grow globally, we are strengthening our People Operations function to ensure our systems, data and processes are robust, consistent and scalable.
We are looking for a People Operations & Systems Specialist with a strong systems and data-driven mindset. Someone who enjoys working with structures, processes and platforms, and who understands that a high-quality employee experience relies on well-designed systems and accurate data.
This role is key to supporting the global People function, with a strong focus on the management, optimisation and continuous improvement of our core systems: HiBob (HRIS) and Pinpoint (ATS).
You will work in an international environment, collaborating closely with People, Talent Acquisition, Finance, IT and external providers. You will report directly to the Global Head of People Operations & Systems, working in close partnership with global stakeholders across regions.
Key Responsibilities
People Operations Support
* Build high standards of global end-to-end employee lifecycle processes including onboarding, offboarding, and employee changes.
* Employee records are entered and updated by our local people teams, but your role will be to make any adjustments needed centrally, for example, due to structural changes. You will also oversee standards of accuracy in employee records in our HRIS (HiBob).
* Support the Global Head of Talent Acquisition with system support for our recruitment system/ATS (Pinpoint) as required (e.g. updating structural changes in the system & building and maintaining the relevant team approval flows).
Onboarding & Offboarding
* Coordinate onboarding activities (keep updated the global onboarding documentation, system access and system permissions for employee movements).
* Support offboarding processes including exit documentation and system updates.
* Ensure a positive, compliant employee system experience during transitions.
HR Systems & Data
* Audit employee data to ensure accuracy and compliance, making updates as required.
* Generate reports and dashboards for the People team & business as needed (e.g. board reports, monthly reporting, finance reporting support).
* Own the HRIS and ATS updates/enhancements and engage with the global P&D team of any system and process improvements that can enhance existing processes.
* Build on existing features and own new feature rollouts that can be facilitated through our HRIS and ATS.
* Conduct all relevant people system testing in the \"Sandbox\" environment before it rolls out in the relevant production environment.
* Manage user permission groups and user accesses to our People systems and keep them updated as and when employee changes happen.
* Be the primary point of contact between the business and the system provider (facilitate any upcoming renewals, monthly invoicing to the finance team).
* Support local teams with keeping reporting information updated timeously (e.g. leave policies & balances, bulk importing of information/employee data, supporting DE&I data initiatives etc).
* Support the business and Global People Operations and Systems Lead with P&D system integrations, being the P&D voice in integration workstreams (people data and systems to other internal systems as applicable).
* Support the Global People team with global initiatives and processes as required (performance management, reward, talent, DE&I, organisational health survey etc).
Analytics
* Support the Global Head of People and Global People Operations and Systems Lead with people analytics, able to provide insights at Board level
Payroll, Benefits & Vendors
* With local People teams, assist with keeping employee changes updated timeously in the HRIS (HiBob) to support local payroll processing (e.g. ensuring correct working patterns are available in system to the local teams, salary changes are reflected correctly and so on).
* Coordinate with external vendors (payroll, EOR providers, benefits, background checks, etc.) & support the People Operations Lead and Global Head of Talent Acquisition.
Compliance & Documentation
* Support local/regional partners with ensuring employee documentation is maintained in the relevant systems in accordance with local/legal and company requirements.
* Support compliance activities such as audits and reporting.
* Assist with updating people policies and procedures.
Skills, Knowledge & Expertise
Requirements
* Experience in a People Operations role within a global, matrixed organisation.
* Proven hands‑on ownership of a HR Information System (HiBob preferred), including data structure, workflows and system governance.
* Strong, practical experience managing an Applicant Tracking System, ideally Pinpoint, including workflows, approvals, data quality and collaboration with Talent Acquisition.
* Demonstrated ability to optimise and scale ATS processes in a multi-country environment, ensuring consistency and efficiency.
* Experience working collaboratively with Finance, IT and other internal functions, with a strong understanding of data integrity and cross-system dependencies.
* Fluent in business English and Spanish.
* Advanced Excel and data modelling skills.
* Project management skills are desirable but not essential.
Personal Attributes and Qualities
* Attention to detail: Exceptional attention to detail, ensuring high standards across people data, system configuration and processes.
* Curiosity: Proactive mindset, constantly seeking to improve systems, workflows and data quality.
* Integrity: High level of discretion and responsibility when handling sensitive employee data.
* Agility: Ability to analyse people data quickly and translate it into clear, actionable insights for different stakeholders.
* Organisation: Strong organisational and time-management skills, able to manage multiple systems and priorities in a global environment.
Job Benefits
* A stable and well-defined working environment, with a clear role, a high level of autonomy and the opportunity to contribute to improving global processes and ways of working.
* A flexible working model, with a remote setup and the option to work from our offices in Barcelona, Madrid or Manlleu if desired.
* The opportunity to work within an international organisation, collaborating with multicultural teams and engaging directly with senior leadership.
* Long-term stability and professional development within a growing global consultancy, in a role that supports the continuous evolution of our people and organisational models.
* Opportunities for continuous learning and development, including training, leadership development and learning spaces aligned with the evolution of the role and business needs.
* An inclusive and respectful working environment, where diversity and equal opportunities are embedded in the way we work.
* Flexible holiday policies, including an additional day off for your birthday, and measures designed to support work-life balance.
* Access to corporate benefits aligned with Anthesis’ B Corp model, with initiatives focused on physical and mental wellbeing.
* A culture of recognition, valuing contribution, impact and behaviours aligned with our organisational values.
* The opportunity to take part in corporate volunteering initiatives and activities that strengthen team connection and a sense of belonging.
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