Senior Business Process Analyst

Automic Group; Sydney; On-site; AUD 120,000 - 150,000; Full time

Job summary

Automic Group seeks a Senior Business Process Analyst to lead end-to-end process improvements within Funds Administration and Registry in Sydney. The role develops practical workflows, SOPs and service catalog entries to reduce manual effort, improve service quality and manage operational risk.

You will partner with Operations, Registry, Fund Administration, Technology, Risk and Compliance to translate client needs into approved process designs and measurable improvements, supporting

Qualifications

• Essential: Bachelor’s degree in Business, Finance, Accounting, Information Systems or a related discipline, or equivalent relevant professional experience.
• Experience mapping current and future processes, designing controls and workflows, developing SOPs and service catalogues, and supporting adoption.
• Advanced Excel; process mapping tools such as Visio; and documentation and delivery tools such as Confluence and Jira.

Responsibilities

• Lead workshops, interviews and operational walkthroughs to document current processes and map boundaries and hand-offs.
• Design future state workflows with ownership, approval rules and escalation paths.
• Map key risks and controls, create a process risk and control matrix and validate designs with Risk and Compliance.
• Develop and maintain SOPs, work instructions, process inventories and service catalogue entries.
• Analyse volumes, cycle times and performance to identify improvements and apply Lean methods.

Skills

BPMN

Gap / Root Cause Analysis

Workshop facilitation

Analytical skills

Commercial judgement

Education

Bachelor’s degree in Business / Finance / Information Systems

Lean Six Sigma training

CBAP certification (Desirable)

Tools

Excel

Visio

Confluence

Jira

Power BI

SQL

Job description

Automic Group brings together modern purpose-built technology with a dynamic and experienced team to tailor solutions for companies and funds to understand, engage and manage their investors.We provide a cloud-native single registry, employee share plan and board management platform, and professional services including company secretarial, ESG, accounting and finance, and investor and media relations.

Today, over 1,400 ASX listed and unlisted clients trust Automic’s 250 employees to manage their registry, investor and board requirements – and Automic is ranked number one on the ASX by number of companies serviced, with 750 listed clients.In the past two financial years, Automic has won 50%of IPOs and 70% of listed companies who have switched registries.

Our culture is innately entrepreneurial, comprising people who thrive in an atmosphere where ideas, actions and initiative are encouraged. Our core values, Customer Success, Ambition, Equality and Team are at the foundation of who we are and how we operate.

Job Purpose

The Senior Business Process Analyst in Funds Administration and Registry leads the analysis, design, standardisation and improvement of end-to-end operational processes. The role develops practical workflows, clear procedures and effective controls to improve service quality, reduce manual effort and operational risk, and support scalable delivery.

Working with Operations, Registry, Fund Administration, Technology, Risk and Compliance, and client service teams, you will translate operational and client needs into approved process designs, SOPs, service catalogue entries and measurable improvements. You will support implementation, adoption and ongoing process governance.

Principal Accountabilities

Process discovery and current state mapping

Lead workshops, interviews and operational walkthroughs to document current processes, process boundaries, hand-offs, business rules, systems, data inputs, exceptions and accountabilities. Use BPMN or structured swimlane mapping and validate findings with SMEs and process owners.

Measures: Current state maps are complete, validated and approved; process gaps and dependencies are clearly recorded.

Future state process and workflow design

Design future state workflows that simplify processing, clarify ownership and embed approval rules, segregation of duties, escalation paths and exception handling. Define entry and exit criteria, cut-off times, service levels and dependencies. Assess feasibility with Operations and Technology and document process requirements for supporting system changes.

Measures: Future state designs are approved and implementable; agreed reductions in processing time, hand-offs and manual intervention are achieved.

Operational controls and risk assessment

Map key risks and controls to process steps, identify control gaps and redundant checks, and maintain a process risk and control matrix. Define preventive and detective controls, evidence requirements, reconciliations, approval points and escalation triggers. Work with Risk and Compliance to validate designs and support remediation of incidents and audit findings.

Measures: Controls have clear owners and evidence requirements; agreed control gaps are remediated; recurring errors and exceptions reduce.

SOPs and service catalogue

Develop and maintain standard operating procedures, work instructions, process inventories and service catalogue entries. Document service scope, deliverables, owners, responsibilities, inputs, outputs, service levels, exceptions and client dependencies. Establish document ownership, approval, version control and review cycles.

Measures: Priority processes have approved, usable procedures and service definitions; documents remain current and accessible; staff can execute processes consistently.

Continuous improvement and benefit measurement

Analyse volumes, cycle times, rework, error rates, backlogs and service performance to identify root causes and improvement opportunities. Apply Lean or equivalent methods to remove waste and standardise work. Develop recommendations covering benefit, effort, risk and dependencies; establish baselines and track realised outcomes with process owners.

Measures: Improvements deliver agreed benefits against baselines; rework, manual effort and processing delays reduce; service performance improves.

Process data integrity and reconciliation

Identify data capture, validation, ownership and reconciliation requirements within operational workflows. Analyse breaks and recurring data issues with SMEs, document root causes and propose sustainable controls. Support data remediation and migration by defining business validation rules, reconciliation checkpoints and exception resolution processes.

Measures: Data validation and reconciliation controls are embedded in workflows; recurring breaks reduce; remediation outcomes are evidenced.

Client communication and service alignment

Map client and investor communication touchpoints, triggers and hand-offs. Work with client service teams to clarify requirements, turnaround times, escalation routes and approved communication standards. Assess the impact of process changes on clients and investors and support service catalogue alignment and implementation communications.

Measures: Communication responsibilities and timing are clear; missed hand-offs and avoidable enquiries reduce; agreed service commitments are supported by operational processes.

Implementation adoption and stakeholder engagement

Coordinate process validation, operational testing and UAT with business and technology teams. Define process acceptance criteria, assess operational readiness and support training, implementation and post-change reviews. Facilitate decisions, manage analysis dependencies and report risks and issues. Mentor analysts and SMEs in process mapping and documentation standards.

Decisions and Recommendations

Determine analysis methods, workshop plans and documentation standards within agreed governance. Recommend process priorities, workflow options, controls, automation opportunities and implementation sequencing. Process owners approve operating procedures and residual risk; authorised business and technology owners approve releases and go-live decisions.

Essential experience and domain knowledge

• 7-10 years’ experience in financial services, including substantial funds administration and registry experience and demonstrated delivery of process improvement.
• Strong knowledge of investor onboarding and account maintenance; applications, subscriptions, redemptions, switches and transfers; register and unit balance maintenance; distributions, payments and reinvestment; and investor reporting.
• Understanding of fund structures, unit classes, dealing cycles, cut-offs and relationships between fund managers, administrators, trustees, custodians and registry providers.
• Experience with cash, transaction, holdings and unit reconciliations, exception management and operational dependencies with fund accounting, valuation and reporting.
• Experience mapping current and future processes, designing controls and workflows, developing SOPs and service catalogues, and supporting adoption.

Essential skills and competencies

• BPMN or equivalent modelling, swimlane mapping, gap and root cause analysis, and continuous improvement methods.
• Operational risk and control assessment covering segregation of duties, approvals, reconciliations, evidence and exception handling.
• Workshop facilitation, stakeholder management, negotiation and clear communication; ability to challenge assumptions and mentor junior analysts.
• Strong analytical skills and attention to detail; ability to define business rules, process requirements and acceptance criteria, and assess readiness.
• Commercial judgement to assess benefits, service impacts, effort and risks; independence and effective prioritisation.
• Advanced Excel; process mapping tools such as Visio; and documentation and delivery tools such as Confluence and Jira.
• Working knowledge of data flows, validation, interfaces and workflow automation to collaborate with Technology and Data teams.

Qualifications and desirable capabilities

Essential: Bachelor’s degree in Business, Finance, Accounting, Information Systems or a related discipline, or equivalent relevant professional experience.

Desirable: Lean Six Sigma or business process management training; business analysis certification such as CBAP; SQL and Power BI; workflow automation or process mining experience; and exposure to fund accounting platforms, custody, pricing and multi-asset investment operations. CPA or CFA is relevant where supported by the service scope.

Diversity Equity Inclusion and Accessibility

Automic is committed to building a diverse, equitable and inclusive workplace where everyone feels respected, valued and able to do their best work. We welcome people of all backgrounds, identities, abilities and experiences, and are committed to creating an environment free from discrimination, harassment and bias.