At a Glance
- Tasks: Administer and optimise the UKG Pro WFM system for effective workforce management.
- Company: Join a dynamic organisation focused on people and culture.
- Benefits: Competitive salary, flexible working options, and opportunities for professional growth.
- Other info: Collaborative environment with a focus on continuous improvement and career development.
- Why this job: Make a real impact by enhancing workforce efficiency and data integrity.
- Qualifications: Experience with HRIS or workforce management systems preferred.
The predicted salary is between 35000 - 45000 € per year.
Job Family: People & Culture
Reports To: HRIS Programme Manager
Purpose of the Role
Responsible for the administration, configuration, optimisation, and support of the UKG Pro Workforce Management (WFM) system. The role ensures accurate scheduling, time and attendance processing, workforce data integrity, and effective workforce operations across the organisation. The role acts as a key link between operational workforce requirements and system configuration, supporting site and central teams to maximise system value while ensuring compliance and payroll accuracy.
Key Accountabilities
- System Administration & Configuration
- Administer and maintain the UKG Pro WFM system including pay rules, work rules, scheduling structures, and labour models.
- Configure workforce structures including locations, departments, jobs, and organisational hierarchies.
- Support scheduling tools, shift patterns, and workforce planning functionality.
- Maintain system security, user access, and permissions in line with governance standards.
- Time & Attendance
- Configure and support time capture processes including clocks, mobile applications, and exception handling.
- Maintain pay codes, accruals, and absence management rules.
- Monitor and resolve timecard exceptions, discrepancies, and system issues.
- Support compliance with working time regulations and local labour requirements.
- Data Management & Integrity
- Manage data uploads, integrations, and ongoing data maintenance.
- Perform audits to ensure accuracy of schedules, time records, labour data, and payroll outputs.
- Support reconciliation between WFM, HRIS, payroll, and connected systems.
- Reporting & Insights
- Build and maintain workforce, attendance, labour, and utilisation reports.
- Support operational teams with insights relating to overtime, absence, and scheduling efficiency.
- Ensure reporting outputs are accurate and aligned with operational and payroll requirements.
- Implementation & Support
- Support the rollout and implementation of UKG Pro WFM across sites and regions.
- Assist with configuration, testing, deployment, and system enhancements.
- Develop and execute system and user acceptance testing.
- Provide guidance and support to managers, administrators, and operational teams.
- Deliver training and create supporting documentation.
- Act as a key contact for troubleshooting and issue resolution.
- Continuous Improvement
- Identify opportunities to improve workforce processes, scheduling efficiency, and system adoption.
- Support enhancements that improve labour optimisation, compliance, and user experience.
- Contribute to the ongoing development of workforce management capability across the organisation.
Performance Measures
- Accuracy of time and attendance data.
- Payroll input accuracy and reduction in payroll errors.
- SLA adherence for system support.
- User adoption and satisfaction.
- Reduction in manual interventions and scheduling inefficiencies.
Scope & Scale
- Direct Reports: 0
- Matrix Reports: 0
- Planning Horizon: Day-to-day workload planning and prioritisation.
- Support planning activities related to WFM and HR systems projects.
Complexity
- Supporting multiple regions, cultures, and languages.
- Working within a small project team supporting a large global programme.
- Managing competing operational priorities and system dependencies.
Key Relationships
- People Services Teams
- LET P&C Team
- LET Managers and Employees
- HRIS, Payroll, and Project Teams
- Operational Stakeholders
Decision Making
Responsible for day-to-day operational decisions relating to WFM administration, configuration, and support activities.
Key Experience, Knowledge & Skills
- Experience working with HRIS, workforce management, or time and attendance systems.
- Experience with UKG Pro WFM or similar systems desirable.
- Strong Microsoft Office skills, particularly Excel.
- Strong organisational, analytical, and problem-solving skills.
- Excellent written and verbal communication skills.
- Experience in administration or HR environments desirable.
- Knowledge of employment legislation and workforce compliance desirable.
- Strong attention to detail and data accuracy.
Leadership Capabilities
- Customer focused and responsive to business needs.
- Works ethically and professionally.
- Uses data to support decisions and improvements.
- Builds collaborative relationships across teams and regions.
- Adapts positively to change and continuous improvement.
- Takes ownership for delivery, quality, and results.
Would Suit Someone Who Is
- Self-driven and proactive.
- Organised and detail-oriented.
- Flexible and collaborative.
- Confident communicating with stakeholders at different levels.
- Comfortable working in a fast-paced environment.
- Professional, reliable, and solutions focused.
WFM System Administrator in London employer: Hilton Food Group
As a WFM System Administrator, you will thrive in a dynamic and supportive work culture that prioritises employee growth and development. Our commitment to continuous improvement and innovation ensures that you will have access to training opportunities and the chance to make a meaningful impact on workforce operations. Located in a vibrant area, we offer a collaborative environment where your contributions are valued, and your career can flourish.
StudySmarter Expert Advice🤫
We think this is how you could land WFM System Administrator in London
✨Tip Number 1
Network like a pro! Get out there and connect with people in the industry. Attend events, join online forums, or even reach out on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and the role. Understand their values and how your skills align with their needs. Practise common interview questions and think of examples that showcase your experience with WFM systems.
✨Tip Number 3
Don’t just apply anywhere; focus on companies that excite you! Use our website to find roles that match your skills and interests. Tailor your approach to each application, showing why you’re the perfect fit for their team.
✨Tip Number 4
Follow up after interviews! A quick thank-you email can go a long way in keeping you top of mind. It shows your enthusiasm for the role and gives you another chance to reiterate why you’d be a great addition to their team.
We think you need these skills to ace WFM System Administrator in London
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your experience with WFM systems, especially UKG Pro. We want to see how your skills align with the role, so don’t hold back on showcasing relevant achievements!
Show Off Your Skills:Don’t forget to mention your strong organisational and analytical skills! We love candidates who can demonstrate their problem-solving abilities, especially in relation to data management and workforce compliance.
Be Clear and Concise:When writing your application, keep it straightforward and to the point. Use clear language and avoid jargon unless it’s relevant to the role. We appreciate a well-structured application that’s easy to read!
Apply Through Our Website:We encourage you to submit your application through our website. It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it’s super easy to do!
How to prepare for a job interview at Hilton Food Group
✨Know Your WFM Systems
Make sure you brush up on your knowledge of UKG Pro WFM and similar systems. Familiarise yourself with key functionalities like scheduling, time capture processes, and data management. This will show that you're not just a candidate, but someone who understands the tools they'll be working with.
✨Prepare for Scenario Questions
Expect questions that ask how you'd handle specific situations, like resolving timecard discrepancies or improving scheduling efficiency. Think of examples from your past experience where you've successfully tackled similar challenges, as this will demonstrate your problem-solving skills.
✨Showcase Your Analytical Skills
Since the role involves data integrity and reporting, be ready to discuss how you've used data to drive decisions in previous roles. Bring examples of reports you've created or insights you've provided that led to improvements in workforce management.
✨Communicate Effectively
Strong communication is key, especially when liaising with various teams. Practice articulating your thoughts clearly and confidently. You might even want to prepare a few questions to ask the interviewers about their current WFM challenges, showing your interest and engagement.
