Role : Workday Payroll System Administrator

Grade : Assistant Manager

Mode : Hybrid (2 Days WFO & 3 Days WFH)

Shift : UK (11 : 00 a.m. to 7 : 00 p.m.)

Working days : Monday to Friday

Key Responsibilities :

Procure-to-Pay Support and Configuration :

- Provide day-to-day technical and functional support for Workday Procure-to-Pay processes, including requisitions, purchase orders, receipts, supplier invoices, invoice matching, expenses and related finance workflows.

- Investigate and resolve system issues, configuration queries, unexpected system behaviour, data issues and user-reported defects across the Procure-to-Pay process.

- Configure and maintain relevant Workday business processes, condition rules, approval routing, notifications, validations and worktags relating to Procure-to-Pay.

- Support supplier-related configuration, including supplier set-up dependencies, supplier invoice settings, supplier groups, payment-related attributes and procurement controls.

- Support purchase order and invoice matching processes, including matching rules, exception handling, change orders, match overrides and approval routing.

- Support invoice capture and processing activity, including OCR-related configuration, auto-submit rules, invoice validation, exception handling and supplier invoice adjustment processes where applicable.

- Support expenses configuration and issue resolution where expenses form part of the wider Procure-to-Pay support scope.

- Ensure Procure-to-Pay configuration is understood, documented, tested and maintained in line with agreed governance.

Incident, Request and Change Management :

- Triage and resolve Procure-to-Pay support tickets within agreed SLA and priority thresholds.

- Analyse ticket trends, recurring issues and root causes to identify process, configuration, training or data improvement opportunities.

- Translate business requirements into clear functional and technical requirements, configuration options, testing scenarios and deployment plans.

- Support impact assessments for Procure-to-Pay change requests, ensuring dependencies across Finance, PSA, HCM, security, integrations, reporting and data are considered.

- Work with an AMS, Workday and internal technical teams to resolve higher-complexity defects, configuration questions and system issues.

- Maintain clear records of changes, decisions, test evidence, approvals and operational impacts.

Governance, Risk and Controls :

- Ensure all Procure-to-Pay support and change activity follows agreed Workday governance, including demand management, change control, testing, approvals and release management.

- Support role-based security and segregation of duties considerations for Procure-to-Pay processes, working with the Finance Lead and Product Owner as required.

- Maintain strong documentation standards for Procure-to-Pay configuration, business processes, known issues, workarounds and support procedures.

- Identify and escalate risks relating to procurement controls, invoice processing, supplier data, approval routing, payment practices, audit requirements and financial control weaknesses.

- Support audit, compliance and data protection requirements by ensuring Procure-to-Pay activity is traceable, controlled and evidenced.

Testing, Releases and Continuous Improvement :

- Create, maintain and execute test scenarios for Procure-to-Pay configuration, business processes, security, reports and related data.

- Support Workday release planning, regression testing and adoption activity for Procure-to-Pay functionality.

- Validate configuration changes through structured testing, including positive and negative scenarios, approval routing, matching exceptions and control-related checks.

- Contribute to continuous improvement of Procure-to-Pay processes, focusing on standard Workday functionality, simplified user experience, self-service, automation and reduced manual workarounds.

- Support knowledge transfer and cross-skilling across the wider Workday Finance Support Team to improve resilience and service coverage.

Stakeholder Engagement :

- Work closely with Finance Shared Services teams, Procurement and Accounts Payable teams to understand operational issues, process pain points and user needs.

- Partner with the Workday Support Team Finance Lead to prioritise workload, escalations, defects and improvement opportunities.

- Communicate clearly with non-technical stakeholders, explaining system issues, configuration options, constraints and recommended solutions in very simple terms.

- Support the Finance Workday Team Leader, Finance Process Owner and Workday Product Owner with roadmap inputs, prioritisation and business case information for Procure-to-Pay improvements.

- Build effective working relationships with AMS, Workday, IT, Finance and other Workday support colleagues.

Person Specification :

Experience :

- Experience supporting, configuring and administering Workday Financials, ideally with a focus on Procure-to-Pay, Procurement, Accounts Payable, Expenses or Supplier Accounts.

- Strong understanding of end-to-end Procure-to-Pay processes, including requisitioning, purchase orders, receipting, supplier invoices, invoice matching, approvals and exception handling.

- Experience investigating and resolving Workday configuration, business process, reporting, data or security-related issues.

- Experience operating within structured service management, incident management, change governance, release management and testing processes.

- Experience working with Finance, Procurement, Accounts Payable, Shared Services, AMS providers or technology partners to resolve system issues and deliver change.

- Experience documenting requirements, configuration changes, test evidence, support procedures and operational impacts.

Skills and Behaviours :

- Strong Workday Financials functional and technical knowledge, with the ability to understand configuration, business processes, reporting, security, integrations and data touchpoints.

- Strong Procure-to-Pay process knowledge, with awareness of financial controls, supplier management, invoice processing, approval workflows and audit requirements.

- Excellent analytical and problem-solving skills, with the ability to investigate issues, identify root causes and recommend practical solutions.

- Clear communication skills, able to translate technical issues into business language and explain options to non-technical stakeholders.

- Strong governance mindset, with attention to documentation, auditability, controls, data protection and risk management.

- Collaborative working style, able to work effectively in a new team across UK and India stakeholders.

- Continuous improvement mindset, focused on simplification, standardisation, automation, user adoption and service quality.

- Able to manage multiple priorities, work independently and escalate appropriately where risks, blockers or competing demands arise.

Qualifications :

- Bachelors degree or equivalent experience in Finance, Accounting, Business Systems, IT, Procurement or a related discipline.

- Workday Financials experience required; Workday Financials or Procurement certification preferred.

- Experience of Agile, service management, testing or release management frameworks desirable.

- Professional services, shared services, finance operations or procurement operations experience desirable.

Key Performance Indicators :

- Procure-to-Pay support tickets resolved within agreed SLA and priority thresholds.

- Reduction in aged tickets, repeat issues and avoidable escalations.

- Quality and completeness of Procure-to-Pay change documentation, testing evidence and approval records.

- Successful delivery of Procure-to-Pay configuration changes, release activities and regression testing.

- Improvement in Procure-to-Pay process stability, user adoption and first-time-right processing.

- Reduction in recurring invoice, purchase order, matching, receipting or approval-routing issues.

- Stakeholder satisfaction across Finance Shared Services, Procurement, Accounts Payable, Product, IT and AMS relationships.

- Effective knowledge sharing and cross-skilling across the Workday Finance Support Team.