At a Glance
- Tasks: Administer and optimise the UKG Pro WFM system for accurate scheduling and data integrity.
- Company: Join a dynamic organisation focused on people and culture.
- Benefits: Competitive salary, flexible working options, and opportunities for professional growth.
- Other info: Fast-paced environment with opportunities for continuous improvement and collaboration.
- Why this job: Make a real impact by enhancing workforce efficiency and supporting a global programme.
- Qualifications: Experience with HRIS or workforce management systems; strong analytical and communication skills.
The predicted salary is between 35000 - 45000 € per year.
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 employer: Hilton Food Group
As a WFM System Administrator, you will thrive in a dynamic and supportive work environment that prioritises employee growth and development. Our company fosters a culture of collaboration and continuous improvement, offering comprehensive training and opportunities to enhance your skills while ensuring compliance and operational excellence. Located in a vibrant area, we provide a unique advantage with access to diverse teams and resources, making it an excellent place for meaningful and rewarding employment.
StudySmarter Expert Advice🤫
We think this is how you could land WFM System Administrator
✨Tip Number 1
Network like a pro! Reach out to people in your industry on LinkedIn or at events. 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 its culture. Tailor your answers to show how your skills align with their needs, especially around WFM systems and data management.
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or use online resources to get comfortable with common questions. This will help you articulate your experience with systems like UKG Pro confidently.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, we love seeing candidates who are proactive about their job search!
We think you need these skills to ace WFM System Administrator
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the WFM Systems Administrator role. Highlight your experience with HRIS and workforce management systems, especially if you've worked with UKG Pro. We want to see how your skills match what we're looking for!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're passionate about this role and how your background makes you a great fit. Don’t forget to mention any specific achievements related to data management or system optimisation.
Show Off Your Skills:In your application, be sure to showcase your strong organisational and analytical skills. Mention any relevant software tools you’re proficient in, especially Excel, as we value those skills highly. Let us know how you’ve used these skills in past roles!
Apply Through Our Website:We encourage you to apply through our website for the best chance of getting noticed. It’s super easy, and you’ll be able to keep track of your application status. Plus, we love seeing applications come directly from our site!
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 and similar workforce management systems. Be ready to discuss how you've used these tools in the past, focusing on specific configurations or optimisations you've implemented.
✨Showcase Your Analytical Skills
Prepare examples that highlight your analytical and problem-solving abilities. Think about times when you've resolved discrepancies in timecards or improved data integrity, and be ready to share those stories during the interview.
✨Communicate Effectively
Since this role involves liaising with various teams, practice articulating your thoughts clearly. Use examples that demonstrate your ability to communicate complex information simply, especially when discussing system configurations or reporting insights.
✨Emphasise Continuous Improvement
Be prepared to discuss how you've identified opportunities for process improvements in previous roles. Highlight any initiatives you've led that enhanced efficiency or user experience, as this aligns perfectly with the continuous improvement aspect of the job.
