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

Job summary

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.

Job description

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.

Person specification

Essential Criteria

• Experience of supporting, administering, configuring or implementing HR or 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.

Specialist criteria please align to 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.

How to Apply

Click the 'Apply now' button and complete the application form by providing the following:

Your CV

• Upload an anonymised copy of your current CV. Please remove all identifying markers such as name, title, education institution etc.
• Make sure it clearly shows how you meet the essential criteria listed in the Person Specification.

750-word Personal Statement

Provide a 750-word Personal Statement on the following 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.

For further information on the sift and interview stages of this recruitment campaign, please head to our 'Things you need to know' section below.

Please visit our Civil Service Careers page - IPO – Recruitment Support , Civil Service Careers (civil-service-careers.gov.uk)

If you require job-specific information, please contact Max Semple.

• E-mail: max.semple@ipo.gov.uk
• Telephone: 01633 811293
• Behaviours

We'll assess you against these behaviours during the selection process:

• Making Effective Decisions
• Changing and Improving
• Delivering at Pace
• Seeing the Big Picture
• Communicating and Influencing

Technical skills

We'll assess you against these technical skills during the selection process:

• At sift, you will be assessed on the technical criteria listed in the Person Specification.

Benefits

Alongside your salary of £36,736, Intellectual Property Office contributes

£10,642 towards you being a member of the Civil Service Defined Benefit Pension scheme.

Find out what benefits a Civil Service Pension provides (opens in a new window).

• A flexible working scheme with excellent development opportunities
• 25 days annual leave moving to 30 days in annual increments (1 day per year) over 5 years of reckonable service. You will also get 8 days public leave and 1 day privilege leave
• Family friendly policies that support modern working families and individuals with caring responsibilities
• A variety of support functions; Staff Counselling Service, Peer to Peer Support Group
• Eligibility for special and office-wide bonus payments
• The opportunity to form part of our many inclusive network groups, find out more by looking at Intellectual Property Office (IPO) (diversityjobsgroup.com)
• A range of wellbeing initiatives; Onsite Gym (Newport office), Eye Care Scheme, Volunteering Programme, Cycling facilities
• Free car parking is available on site at our Newport office
• On-site shop, restaurant and coffee shop at our Newport office

For more information about what’s on offer at the Intellectual Property Office please review our IPO benefit pack attached to the bottom of this advert.

Please note that benefits may be subject to change.

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

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 i