WorkDay Systems Specialist (1 x Payroll specialty, 1 x HR specialty)

WorkDay Systems Specialist (1 x Payroll specialty, 1 x HR specialty)

This is an exciting time to be joining the IPO, with the opportunity to support the implementation and long-term success of Workday as our new integrated HR and Finance platform.

We have 2 key roles reporting to the Senior HR Systems Lead, which will play a central role in the delivery of their relevant specialisms in the WorkDay programme.

• The HR specialist will bringing subject matter expertise in Core HR areas.
• The Payroll specialist will bringing subject matter expertise in Core payroll areas

Working closely with HR colleagues, business stakeholders and implementation partners, the postholder will develop and maintain deep expertise in Workday configuration, processes and functionality. They will support the design, configuration, testing and deployment of Workday solutions, ensuring that system capabilities are aligned with business requirements and organisational objectives.

The roles will be responsible for engaging with users across HR and business analysts to understand current and future requirements, translating these into effective Workday configurations. A strong focus will be placed on adopting standard Workday functionality wherever practicable, supporting an “adopt not adapt” approach that maximises system value, reduces complexity and promotes the use of best-practice processes.

The implementation programme will be delivered in two phases, with Core Finance, HR and Payroll functionality scheduled for delivery by December 2027, followed by the implementation of additional HR modules in 2028. Throughout this period, the system specialists will contribute to system design, configuration workshops, testing activities, issue resolution, data validation and business readiness activities.

Following implementation, the roles will transition into the ongoing support, maintenance and continuous improvement of the Workday platform. Using the expertise gained during delivery, the postholders will help optimise system performance, implement enhancements, support users, and ensure that Workday continues to meet evolving organisational needs while delivering an excellent employee and manager experience.

Working Style

This role requires candidates to attend office at least 40% of their time, this may be more based on business requirements. This role is based in our Newport Office.

Office attendance varies by role, therefore we encourage candidates to discuss working arrangements with the recruiting manager.

The IPO holds a visa sponsor licence however; this role is not eligible for sponsorship under the Skilled Worker route. Candidates will therefore need to have an existing right to work in the UK at the time of application.

Main duties consist of but are not limited to:

• Develop and maintain specialist knowledge of Workday functionality, configuration and best practice within HR and/or Payroll
• Act as a subject matter expert for designated HR and/or Payroll processes, providing advice and guidance to colleagues, stakeholders and users.
• Translate agreed business requirements into effective Workday configuration solutions, promoting the use of standard Workday functionality and supporting an "adopt not adapt" approach wherever possible.
• Support system design workshops, configuration reviews and implementation activities alongside implementation partners and internal project teams.
• Investigate, diagnose and resolve configuration issues, system defects and user queries, escalating where appropriate.
• Produce and maintain accurate documentation including configuration records, process documentation, procedures and user guidance.
• Support the delivery of user training, knowledge transfer and business readiness activities throughout the implementation programme.
• Following implementation, provide ongoing system administration, configuration support and continuous improvement for the Workday platform.
• Contribute to developing internal Workday capability, ensuring critical knowledge is retained within the organisation and reducing reliance on third-party support over time.

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Experience and Technical skills.

The assessment process will comprise of the following:

Stage 1 – Sift

An initial sift of applications will be carried out to create a shortlist. This will be based on the evidence provided for the following Success Profile elements:

Experience

Your CV will be used to assess your suitability for the role and Your 750-word Personal statement will demonstrate your Experience against the listed person specification/essential criteria:

• Experience of supporting, administering, configuring or implementing HR/Payroll systems
• Ability to work with stakeholders to understand their business processes and translate them into system requirements and configurations.
• Good understanding of the role technology can play in improving organisational processes and services.
• Ability to work independently whilst contributing effectively as part of a wider project and support team.
• Ability to build effective working relationships with colleagues, users, suppliers and other stakeholders.
• Strong analytical and problem-solving skills, with the ability to identify root causes and recommend practical solutions.

Technical

Provide a 250-word example that demonstrates your technical ability, aligning with one of the following:

Route A: HR Specialist

• Knowledge of HR Processes and employee lifecycle activity. For example (but not limited to), time & attendance or talent and learning.

Route B: Payroll Specialist

• Knowledge of payroll processes, controls and legislation

Please note, in the event of a high number of applications, the Technical skill will be used as the lead criteria may be used to carry out an initial sift of applications. Candidates who pass the initial sift will be progressed to a full sift.

Stage 2 – Interviews

If successful at sift candidates will then be invited to an interview where you will be assessed on Behaviours.

Please note candidates that proceed to the interview stage will be required to deliver a presentation against the Behaviour Success Profile. Further details will be provided in the invite to interview information.

Specific information regarding the Success Profile elements that will be assessed at interview will be contained within the interview invitation.

Interviews for this role will be carried out in person at our Newport Office.

This recruitment campaign will keep a reserve list for 12 months. If you meet the requirements for this role but aren't offered after passing the interview, you'll be placed on the reserve list. If a suitable position opens up during this time, we will reach out to individuals in merit order.

The Recruitment team operational hours are 09:00 to 17:00 Monday – Friday excluding bank holidays.

Applicants to note: CVs sent direct to the IPO will not be accepted.

This post is being advertised to Internal, across Government and external candidates at the same time.

Incomplete and/or late submissions will not be accepted or considered. Feedback will only be provided if you attend an interview or assessment.

We do not routinely reimburse travel expenses for candidates, however if participating in the selection process would cause you undue financial hardship or if it restricts your ability to participate, please contact the recruitment team for more information.

In line with Government guidance, successfully appointed candidates will need to provide documents for our Right to Work checks. Information on this will be sent within the invite to interview text.

If you require a reasonable adjustment at any stage of the recruitment process, then please let the recruitment team know via;recruitment@ipo.gov.uk

In the event of a high volume of applications, the Intellectual Property Office (IPO) reserves the right to raise the minimum qualifying score at sift to manage volumes and ensure a proportionate and fair assessment process.

Please be aware that only one application per candidate is permitted for each recruitment campaign. Multiple applications, including those made using different accounts, may result in your application being withdrawn or rejected at any stage of the process.

For more information on the IPO’s terms and conditions, please review the attached IPO Modernised Terms and Conditions document attached at the bottom of this advert.

Feedback will only be provided if you attend an interview or assessment.