How St John Queensland cut HR admin in half and boosted engagement

About the business

St John Queensland is a not-for-profit organisation with around 160 employees and 700 volunteers providing first-aid training, community transport and on-site health services across Queensland. With only two HR team members and a single payroll officer, managing complex award structures, compliance and documentation was a daily challenge.

The challenge

Before Employment Hero, employee records were scattered across spreadsheets and folders, making it nearly impossible to track conversations or performance history. “I was constantly sorting through files to find contracts or documentation,” says People and Culture Business Partner, Eryn Reig. “There was very little record of conversations which made it challenging to find certain information.”

Paper-based forms slowed even simple processes. “Someone would hand me a form, chase signatures and I’d have to scan and file it. It was a very manual and paper based system.”

The solution

Since implementing Employment Hero, St John Queensland has transformed every aspect of its HR operations. The team now uses:

• Digital onboarding workflows to eliminate manual paperwork
• Performance management tools for structured one-on-ones, probation check-ins and six-month reviews
• Goals and alignment features linking employee objectives to the organisation’s strategic plan
• Award interpretation for casuals to automatically calculate correct pay rates and overtime
• Workflow automation to trigger reminders for reviews and compliance events
• WorkApp for staff to update and upload licences and certificates

“Before, people were just coming in and doing their jobs without really understanding the impact. Now, with our strategic goals visible in Employment Hero, everyone can see how their work connects to the bigger picture. It’s been a massive shift for our business – engagement scores for leadership support and purpose have become our highest-performing areas.”

The ROI

• 50% reduction in HR admin time through automation and self-service
• 100% digital recordkeeping, removing manual files entirely
• Hours saved weekly through automatic probation workflows and requisition tracking
• Improved engagement scores in leadership support and role clarity

“As a one-person HR team, the impact for me has been time. Employment Hero has cut my admin in half by automating tasks and giving team leaders more ownership. I finally have space to focus on people, not paperwork.”

Why it matters

With HR admin streamlined, Eryn can focus on driving culture and connection. Employees now have visibility into their goals and how they contribute to St John’s mission in creating alignment, accountability and purpose across the organisation.

“Having Employment Hero means everything is documented and easy to find. I can rely on the system for accurate records, fill in any gaps, and move forward knowing everything is in order. It gives us total confidence in our compliance. We’re now focused on strategic goals rather than chasing paperwork. Everyone can see how their work connects to our purpose, and that’s changed everything.”