Absence & Time Workday Administrator

gategroup; Staines-upon-Thames; On-site; GBP 28,000 - 36,000; Full time

Job summary

gategroup is seeking an experienced Absence & Time Administrator to process and administer time and attendance submissions across our UK and Republic of Ireland businesses. You will work within the HR Shared Service team to maintain accurate records and ensure data is payroll-ready under tight deadlines.

The role requires hands-on experience of Workday Time & Absence, meticulous data handling, and the ability to communicate clearly with managers and employees.

Qualifications

• Experience with Workday Time & Absence Module (essential).
• Excellent attention to detail and accuracy.
• Integrity, confidentiality and professionalism at all times.
• Ability to work efficiently as a flexible team player.
• Numeracy and strong Excel skills; pivot table experience is essential.
• Ability to work to tight deadlines and stay calm under pressure.
• Strong problem-solving skills and clear communication.
• Willingness to take on varied tasks.
• Excellent communication skills and enthusiasm.

Responsibilities

• Process and administer absence records and balances in Workday.
• Manage communications, review audits, and report data timely.
• Provide guidance to employees and managers on absence matters.
• Assist in training managers and unit administrators; update SOPs.
• Develop understanding of Workday modules (HCM, Time, Absence, Payroll).
• Raise Workday tickets, run weekly and monthly payroll readiness processes.
• Create employee ID cards and generate monthly reports for senior management.
• Deliver first-class HR Shared Service support across the team.

Skills

Attention to detail

Integrity & confidentiality

Team player

Communication skills

Numeracy

Deadline-driven

Analytical/problem solving

Ability to work under pressure

Willingness to take on varied tasks

Tools

Workday Time & Absence Module

Excel

Pivot Tables

Job description

gategroup is seeking an experienced Absence & Time Administrator to process and administer over 1,500 weekly and monthly time and attendance submissions across our UK and Republic of Ireland businesses. Working within the HR Shared Service team, you will play a central part in maintaining accurate records and ensuring data is payroll-ready to tight deadlines.

Essential requirement: The successful candidate must have hands-on experience of Workday Time & Absence. This is fundamental to the role, and applications cannot be considered without it.

Key responsibilities

• Processing and maintaining absence records and balances in Workday, including new hires, leavers and job changes, and ensuring absence is accurately recorded in terms of hours and reasons.
• Managing all incoming and outgoing communication, reviewing audit reports to safeguard data accuracy, and reporting in an accurate and timely manner.
• Providing advice to employees and managers on all aspects of absence, and ensuring compliance is maintained across all areas.
• Assisting in the delivery of training to new managers and unit administrators, and updating and creating SOPs and user guides.
• Developing a comprehensive understanding of Workday and how its modules integrate, including HCM, Time, Absence and Payroll.
• Raising Workday tickets and carrying out full system testing, and running the weekly and monthly processes that ensure data readiness for Payroll.
• Processing and maintaining Time records in Workday, including adding and modifying shift patterns to reflect contracted hours, analysing exceptions, and taking ownership of escalation and resolution.
• Creating employee ID cards, and running and validating monthly reports and communications for senior management, including GMs and HR.
• Delivering a first-class administration service, providing support across the HR Shared Service team and the wider business, and undertaking any other duties as required.

Skills and experience

• Experience of working with Workday Time & Absence Module (essential)
• Excellent attention to detail and accuracy
• Integrity, confidentiality and professionalism at all times
• The ability to work efficiently as a flexible team player
• Numeracy, with strong Excel and system skills - pivot table experience is essential
• The ability to work to tight deadlines and remain calm under pressure
• Strong problem-solving skills, with the ability to break down complex matters and communicate findings clearly and consistently
• A willingness to take on a variety of tasks
• Excellent communication skills, with genuine enthusiasm and commitment