WFM Systems Administrator
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.