ICG MEDICAL LIMITED
PEOPLE | HR Operations Specialist:
Role Profile Role Title: People Operations Specialist
Reports To: Senior HR Manager, India
Brand / Function: People
Location: Gurugram, India (office based)
Working Pattern: Full time, aligned to UK business hours
Geographic Scope: India entity only
Role Purpose:
The HR Operations Specialist delivers accurate, timely, and compliant HR administration across the full employee lifecycle for ICG Medical’s India entity. The role is the operational engine of the India People function: producing contracts and lifecycle documentation, preparing and validating monthly payroll input, maintaining data integrity in the HR information system, and responding to employee and manager queries at first line.
The role works to UK business hours to maintain a live working overlap with the Global HR function and the UK based teams it supports. Accuracy, confidentiality, and process discipline are the defining requirements. Judgement calls, policy interpretation, and statutory sign off sit with the Senior HR Manager, India, to whom the postholder escalates.
Delivering Value to the Business
Payroll input prepared accurately and on schedule every cycle
Employment contracts and lifecycle letters produced right first time
HR system data trusted as the single source of truth for India
Statutory registers and personnel files kept audit ready at all times
Employees and managers receive a prompt, consistent first line response
Global HR receives reliable India data without chasing
Repeatable tasks delivered to a documented standard, freeing manager capacity
Key Interfaces
Senior HR Manager, India (line manager)
Employees and line managers across the India entity
Payroll provider and the India finance team
Global HR Director and UK based HR colleagues
Talent Acquisition and hiring managers
IT and Facilities for joiner and leaver coordination
External statutory bodies and vendors, via the Senior HR Manager
Responsibilities Indicators of Effective Delivery
Administer the full employee lifecycle for the India entity, covering offers, onboarding, confirmations, transfers, changes to terms, and exits. Maintain the master tracker of lifecycle activity and ensure every stage is actioned within agreed service levels.
All lifecycle transactions completed within agreed service levels
No employee starts without a signed contract in place
Exit administration, final settlement input, and clearance completed on time
Responsibilities Indicators of Effective Delivery
Lifecycle tracker accurate and current at any point of inspection
Produce employment contracts, appointment letters, variation letters, confirmation letters, and exit documentation using approved templates and mail merge. Maintain template version control and flag any wording that departs from the approved standard.
Documents produced from current approved templates without unauthorised amendment
Mail merge used to produce documentation at volume with zero data mismatches
Version control maintained and superseded templates withdrawn from use
Errors identified at check stage rather than after issue to the employee
Prepare, validate, and submit the monthly India payroll input file, covering joiners, leavers, changes, attendance, leave, and variable payments. Support statutory compliance activity including PF, ESI, professional tax, and TDS documentation, working under the review of the Senior HR Manager.
Payroll input submitted by the cut off date every cycle with no late additions
Input reconciled against the HR system before submission and variances explained
Statutory documentation prepared accurately and filed within deadline
Payroll queries from employees resolved or escalated within two working days
Maintain employee records in the HR information system so that data is complete, current, and consistent. Carry out routine data audits, correct anomalies at source, and prepare standard people reports for the Senior HR Manager and Global HR.
System data reconciles to payroll and to personnel files each month
Data audits completed to schedule with corrections logged and closed
Standard reports delivered on time and without rework
New employee records created within one working day of offer acceptance
Act as the first point of contact for employee and manager queries on policy, process, benefits, leave, and documentation. Resolve routine queries directly using approved guidance and escalate matters requiring interpretation or judgement to the Senior HR Manager.
Queries acknowledged within one working day and resolved within agreed timescales
Consistent answers given, drawn from approved policy rather than personal view
Escalation thresholds respected, with no independent policy interpretation
Recurring query themes reported so root causes can be addressed
Maintain personnel files, statutory registers, and HR records in line with Indian statutory requirements and ICG data protection standards. Prepare documentation for internal reviews, client audits, and ISO certification activity.
Personnel files complete, indexed, and retrievable on request
Statutory registers maintained in the prescribed format and kept current
No adverse findings attributable to HR record keeping in internal or external audit
Confidential data handled and stored in line with policy without exception
Responsibilities Indicators of Effective Delivery
Coordinate pre-joining formalities, background verification, documentation collection, and day one induction for India based hires. Work with IT, Facilities, and hiring managers so that new starters are set up and productive from their first day.
Pre-joining documentation and verification completed before the start date
Induction delivered to every new starter within their first week
Systems, access, and equipment confirmed ready before day one
New starter feedback on the onboarding experience is consistently positive
Maintain a reliable working overlap with UK based colleagues, providing timely responses and handovers. Document the processes owned by the role, identify recurring inefficiencies, and propose practical improvements to the Senior HR Manager.
Availability maintained across the agreed UK overlap without prompting
Handovers documented so work continues cleanly across time zones
Owned processes documented and kept current as a written standard
At least one practical process improvement proposed and implemented each quarter
Experience and/or Qualifications
This position requires a demonstrated ability in:
HR Operations Delivery: Minimum four years in an HR operations, HR shared services, or HR administration role, owning end to end lifecycle administration for a defined employee population within a structured process environment.
Payroll Compliance and Processing: Demonstrable experience preparing and validating payroll input and supporting Indian statutory compliance, including PF, ESI, professional tax, and TDS. Able to reconcile input to source data and explain variances.
Scale and Complexity: Experience gained in a multi entity, call centre, BPO, or fast paced shared services environment where volume, cut off dates, and service levels are actively managed.
International Working: Experience supporting a UK or US headquartered business across time zones, with the discipline to work reliably to a foreign business calendar and communicate clearly in writing across distance.
Systems and Data: Confident user of an HR information system, with a working understanding of data integrity, audit trails, and the relationship between HR system data and payroll output.
Microsoft Office to Professional Level: Excel to an advanced working standard including lookups, pivot tables, and data validation. Word to a production standard including mail merge for contract and letter generation. PowerPoint for straightforward reporting. This will be tested by in-tray exercise at interview.
Accuracy and Documentation: Evidenced attention to detail in document production and data entry, with a checking discipline applied before work leaves the postholder’s hands.
Communication: Clear, professional written and spoken English. Able to give consistent, policy grounded answers to employees and managers, and to say when a matter must be escalated.
Confidentiality and Judgement: Sound handling of sensitive personal and payroll data, with a clear understanding of the boundary between administering a decision and making one.
Postgraduate qualification in Human Resources or a related discipline (MBA HR, PGDM HR, or equivalent). Essential.
Graduate degree in any discipline. Essential.
Professional HR certification through a registered body (SHRM, CIPD, NIPM, or equivalent). Desirable.
Formal training in Indian payroll and statutory compliance. Desirable.
Demonstrable working knowledge of the Indian statutory framework applying to a private sector employer in Haryana. Essential.
ICG Medical brings together expertise in both healthcare staffing solutions and healthcare service delivery, enabling us to support the full spectrum of workforce and patient care.
Our business is made up of a diverse portfolio of companies under the ICG Medical umbrella, each delivering tailored solutions for candidates, clients and healthcare partners. From our offices in the UK, Ireland, India, South Africa, China, Philippines, Japan, Australia, Canada, the USA and Mexico, we cover all aspects of healthcare recruitment and services.
We are proud to be partnering with healthcare organisations to deliver service solutions that enhance patient care. Rapidly growing, we are continuously hiring talented individuals across our recruitment and support teams.
Our vision is simple yet powerful: to improve patient care. Guided by our core values - Open, Family and Passion - we build genuine relationships with our clients, candidates and colleagues alike.
