Workforce Administrator

Workforce Administrator

Role Summary

The Workforce Administrator ensures the accuracy and integrity of client schedules and support worker rosters. The role proactively audits rosters, verifies attendance, validates payroll outcomes, and supports efficient workforce planning. In addition, the Workforce Administrator serves as a subject matter expert in workforce management processes—promoting correct system use, improving roster adherence, and providing direct support to employees through outreach, training, and wellbeing checks. By combining audit accuracy with employee engagement, the role enhances payroll compliance, strengthens workforce utilisation, and ensures staff are equipped and supported to deliver quality services.

Key Responsibilities

• Conduct thorough audits to ensure the accuracy of roster outcomes and proactively communicate findings to Workforce Coordinators to support efficient workforce planning.
• Process and report on visit attendance and clocking outcomes, ensuring data integrity and accuracy.
• Validate roster accuracy by performing pre-payroll checks, identifying and rectifying any discrepancies to ensure correct payroll outcomes.
• Oversee the fortnightly payroll process, ensuring all visits are accurately approved, rosters comply with award requirements and allowances are correctly assigned.
• Manage the Workforce Management Inbox, responding to payroll-related inquiries and serving as the subject matter expert for all WFM payroll and processing matters.
• Act as the primary contact for internal inquiries related to roster audits, demonstrating excellent communication skills.
• Conduct regular audits, such as contracted hours reviews, broken shift agreements, employee maintenance checks and public holiday audits.
• Provide support to the Head of Workforce Operations through ad hoc reporting and tasks to assist the Workforce Planning Team.
• Monitor inactive employees – make outbound calls to employees identified as inactive, track outcomes, and escalate as appropriate.
• Promote correct use of AlayaCare and WFM processes – act as a subject matter expert, monitoring employee engagement with the systems and making targeted outbound calls to employees who are not following required processes, providing guidance and training to improve app uptake and roster adherence.
• Support employees with attendance and clocking issues – proactively contact employees who have called in sick or recorded repeated clocking errors, confirming their wellbeing, ensuring they have the support needed to continue working with Claro, and offering training where appropriate.

Qualifications:

• Demonstrated experience in award compliance and an in-depth knowledge of rostering principles.
• Proven ability in creating reporting mechanisms and refining processes, resulting in the reduction of inefficiencies and minimising errors in roster management.
• Possess developed analytical skills, capable of interpreting and manipulating large datasets in Microsoft Excel.
• Demonstrate meticulous attention to detail while efficiently handling multiple tasks simultaneously
• Possess strong customer service skills, with the ability to communicate professionally and effectively, fostering positive relationships with customers and internal stakeholders.
• Proficient experience in handling service delivery through various channels, including phone, email, and non-face-to-face interactions
• Possess highly developed organisational skills, enabling meticulous attention to detail while efficiently handling multiple tasks simultaneously
• Strong knowledge and practical experience using rostering and workforce management systems.