HRIS (Workday) System Administrator

Position Summary:

The HRIS (Workday) System Administrator is responsible for delivering high-quality operational administration of employee leave and absence programs, severance administration, and involuntary employee termination processes across assigned countries using Workday system.

The role ensures employee lifecycle transactions are executed accurately, compliantly, and in accordance with global standards, local employment legislation, payroll requirements, and service level agreements. Working closely with HR Advisors, Payroll, Employee Relations and vendors, the Analyst supports complex employee cases while maintaining data integrity and delivering an excellent employee experience.

The Analyst also contributes to continuous improvement by identifying opportunities to simplify processes, improve quality, leverage automation, and utilize digital tools to enhance operational efficiency.

Detailed Position Responsibilities

Absence Administration

• Administer employee leave and absence programs in accordance with local legislation, company policy, and operational procedures.
• Process leave, time off, vacation, holiday, and absence transactions accurately and within agreed service levels.
• Execute individual and mass absence updates in Workday and other HR systems.
• Act as an escalation point for complex absence administration cases and coordinate with HR Advisors, Payroll, vendors to resolve issues.
• Interpret leave policies, payroll impacts, and operational procedures to support HR Advisors and business stakeholders.
• Support business validation and testing activities for absence-related system enhancements to ensure operational readiness.
• Monitor absence transactions and case queues to ensure timely completion, data accuracy, compliance, and achievement of service level agreements (SLAs).

Severance & Exit Administration

• Administer involuntary employee termination processes including redundancies, reorganizations.
• Prepare, validate, and quality review severance calculations, statutory payments, termination documentation, and payroll inputs.
• Execute employee termination transactions accurately in Workday and ensure all related activities are completed within payroll and legal timelines.
• Coordinate with HR Advisors, Employee Relations, Payroll, Benefits and vendors to support compliant execution of employee exits.
• Ensure employee exit documentation and payroll inputs are completed accurately and maintained in accordance with company standards and local regulatory requirements.

Workforce Administration & Data Management

• Execute employee lifecycle transactions related to absence, employee exits, and workforce administration.
• Maintain employee data integrity through quality checks, audits, reconciliations, and governance controls.
• Process worker data updates using Workday transactions and controlled mass uploads (EIB) where appropriate.
• Investigate and resolve transaction errors with HRIT and other support teams.
• Support payroll processing by ensuring employee lifecycle transactions are completed accurately and within payroll deadlines.
• Utilize operational reports to validate transactions, identify data discrepancies, and support informed operational decisions.

Operational Excellence

• Identify opportunities to improve operational efficiency through process simplification, automation, effective use of AI productivity tools, and digital solutions.
• Contribute to continuous improvement initiatives by supporting implementation of approved process enhancements.
• Develop and maintain Local Work Instructions (LWIs), operational documentation, and knowledge articles.

Must have requirements:

• Bachelor's degree or equivalent experience
• Minimum 3-5 years of experience in HR Operations, Workforce Administration, Shared Services, Payroll Operations, or Benefits Administration.
• Demonstrated experience administering employee leave and absence programs, employee terminations, or severance processes.
• Strong understanding of HR operations, payroll processes, employee data governance.
• Advanced Microsoft Excel skills, including complex formulas, PivotTables, data analysis, and reporting.
• Experience creating or maintaining Excel macros, Power Query solutions, or other automation tools is highly desirable.
• Demonstrated ability to leverage AI productivity tools (such as Microsoft Copilot, ChatGPT, Claude or equivalent) to improve documentation, quality validation, operational efficiency, and knowledge management while maintaining data privacy and governance.
• Ability to work effectively in a fast-paced environment and handle multiple projects and daily planned and unplanned operational activities
• Strong analytical and problem-solving skills with the ability to identify operational improvements.
• Excellent attention to detail and commitment to data quality and compliance.
• Ability to manage multiple priorities while meeting service level agreements and payroll deadlines.
• Strong customer service, communication, and stakeholder management skills.
• Full working rights in Australia

Ideal Candidates Would Also Have:

• Strong verbal and written communication skills to interact with clients and HR Service Center team members
• Have worked in a multi-cultural/multi-country work environment
• Previous experience working in a shared services environment preferred

At HOBAN we encourage applications from people with disability, people from diverse cultural and linguistic backgrounds, people of all genders, LGBTI people, and Aboriginal and Torres Strait Islander people.

We provide reasonable adjustments; including alternate formats to the recruitment process for individuals with disability. If you require an adjustment to be made during the recruitment process, please email our Adjustments Coordinator at adjustments@hoban.com.au or visit hoban.com.au/adjustments for additional contact details.