At a Glance
- Tasks: Support and enhance the HR system, ensuring it meets the needs of a global university.
- Company: Join Heriot-Watt University, a leading institution with a diverse and inclusive culture.
- Benefits: Enjoy 33 days annual leave, competitive salary, and flexible working options.
- Other info: Great opportunities for career growth and professional development.
- Why this job: Make a real impact on HR processes in a dynamic, supportive environment.
- Qualifications: Degree level education and experience with HR systems or business analysis.
The predicted salary is between 37694 - 47389 £ per year.
Grade and Salary: Grade 7, £37,694 - £47,389 per annum FTE
Working pattern: Full-time (35hrs per week)
Reward and Benefits: 33 days annual leave, plus 9 buildings closed days for all full time staff.
About our Team
The Global Information Services directorate delivers the information, technology and digital services that support the University's activities across its global campuses. This straddles enterprise software applications, IT infrastructure, and Cloud services, as well as broader information services such as academic library provision, and support for learning and teaching. The Applications & Data team is responsible for the reliability, enhancement and evolution of the University’s enterprise software applications and data platforms, particularly applications that underpin the digital student experience, finance, HR and the University’s web presence.
Our purpose is to ensure that core systems are:
- Reliable and secure in day‑to‑day operation.
- Fit for purpose as the University grows and changes.
- Able to support strategic ambitions, particularly the University’s Strategy 2035.
Purpose of Role
Reporting to one of our Business Systems managers, our Human Resources Specialists play a critical role in the support, enhancement and ongoing development of the University's Human Resources system (Oracle Fusion). This is an excellent opportunity for an HR systems professional to influence how a leading global university uses its core HR system. The role spans business systems analysis, application support, business process improvement and stakeholder engagement responsibilities.
We are interested in candidates with strong HR systems, HRIS or business systems experience, whether gained using Oracle Fusion or other enterprise platforms. Working with HR colleagues, key users and external partners, the postholder will deliver system enhancements, support HR reporting and statutory requirements, manage updates and releases, coordinate second-line support, and provide guidance that enables users to make effective use of the system. The balance of responsibilities will vary over time in line with operational priorities, business needs and strategic initiatives. At any one time, the postholder will be assigned either to major project work, or to business‑as‑usual activities – responding to support requests, implementing smaller enhancements and supporting operational HR processes.
Key Duties and Responsibilities
- Human Resources Systems Support and Development
- Develop and maintain functional expertise in the University's HR ERP platform (Oracle Fusion), supporting configuration, enhancement, testing and user adoption.
- Work with colleagues across Human Resources, Information Services and external partners to investigate issues, implement improvements and maintain system performance, security and compliance.
- Support the planning, testing and deployment of system changes, releases and regular systems updates.
- Support operational HR activities requiring system configuration and data updates, including pay and reward processes, organisational changes and annual cycle activities.
- Business Improvement and Change
- Collaborate with HR stakeholders to identify opportunities to improve processes, controls and user experience.
- Analyse, document and help deliver system enhancements and business change initiatives, ensuring solutions are aligned to business needs and established design principles.
- Contribute to projects ranging from continuous improvement activities to larger strategic change programmes.
- Data, Reporting and Integration
- Support the provision of HR data, reporting and management information to meet operational, regulatory and statutory requirements.
- Work with colleagues to support statutory returns and reporting activities, including HESA, REF and other sector requirements.
- Work with integration and development specialists to investigate, maintain and enhance integrations between Oracle Fusion and other institutional systems.
- Promote high standards of data quality, governance and compliance.
- User Support and Adoption
- Provide expert advice and second‑line support for HR system users.
- Develop and maintain user guidance, training materials and knowledge resources.
- Support user engagement, testing and adoption of new functionality and system changes.
- Assist with the maintenance of relevant SharePoint sites and online support materials.
- Collaboration and Continuous Improvement
- Build effective relationships with stakeholders, suppliers and sector peers to support continuous improvement.
- Maintain awareness of Oracle Fusion developments and emerging good practice, contributing to the evolution of the University's HR systems and services.
- General
- Maintain strict adherence to data protection, information security and confidentiality requirements.
Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.
Person Specification
These are the criteria on which the short‑listing and recruitment selection will be made. Experience of Oracle Fusion is advantageous but not essential. We welcome applicants with experience of other enterprise HR platforms where transferable business process, systems analysis and application support skills can be demonstrated.
Essential
- Educated to degree level, holding an equivalent professional qualification, or able to demonstrate equivalent relevant experience.
- Experience supporting, administering or enhancing an HR Information System (HRIS) within a medium or large organisation.
- Experience gathering and documenting requirements for system changes, process improvements or new functionality.
- Experience specifying, developing or supporting financial reporting, management information, statutory reporting or business intelligence solutions.
- Strong data analysis and problem‑solving skills, including experience using tools such as Microsoft Excel and other reporting or data analysis tools.
- Experience planning, testing and implementing system changes, upgrades or enhancements while maintaining service continuity.
- Ability to communicate complex technical or system‑related concepts clearly to non‑technical audiences, both verbally and in writing.
- Ability to build effective working relationships with stakeholders at all levels and work collaboratively within multidisciplinary teams.
Desirable
- Experience of Oracle Fusion HCM.
- Experience working within a Higher Education or similarly complex organisation.
- Experience supporting statutory returns such as HESA, REF or equivalent regulatory reporting activities.
- Experience working with cloud‑based SaaS business systems.
- Experience developing or delivering systems training, user guidance or knowledge materials.
- Experience working with reporting, database or data query tools such as SQL, Microsoft Access, Power BI or equivalent.
About Heriot‑Watt University
At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team. Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well‑being and inclusiveness at the heart of our global community.
Heriot‑Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all. Heriot‑Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from underrepresented groups.
We welcome and will consider flexible working patterns e.g. part‑time working and job share options.
Business Systems Specialist (HR) employer: Heriot-Watt University
Heriot-Watt University is an exceptional employer, offering a unique opportunity for a Paralegal to shape and grow the University's legal function while working in a vibrant, diverse environment at our Edinburgh campus. With 33 days of annual leave, a commitment to employee well-being, and a focus on professional development, you will gain invaluable experience across various legal areas and contribute to impactful projects within a globally recognised institution. Join us to be part of a supportive community that values inclusivity and encourages career growth in a dynamic, international setting.
StudySmarter Expert Advice🤫
We think this is how you could land Business Systems Specialist (HR)
✨Join HR Networks
Get involved in HR-specific communities, like the Chartered Institute of Personnel and Development (CIPD) and local HR meetups. This is a fantastic way to connect with industry professionals and learn about job openings before they even hit job boards!
✨Make Your Presence Known
Attend HR conferences and workshops in your area to network with potential employers. Don't be shy—introduce yourself, exchange business cards, and let them know you're keen on a full-time role in HR. Who knows, you might just land a friendly face at Heriot-Watt University!
✨Leverage Your University Connections
If you’re a recent grad or still in uni, tap into your career services and alumni network. Many universities have connections with companies looking for HR talent, so get those leads and apply through our website for a smoother application process.
✨Showcase Your HR Passion
Create content around HR topics you’re passionate about, like employee engagement or diversity initiatives. Share articles or insights on LinkedIn to demonstrate your knowledge and get noticed by recruiters. It’s a subtle yet effective way to show you’re the right fit for a full-time role at Heriot-Watt University.
We think you need these skills to ace Business Systems Specialist (HR)
Some tips for your application 🫡
Show Off Your HR Skills:When you’re crafting your CV, make sure you highlight specific HR skills that are relevant to the role at Heriot-Watt University. Include any experience with recruitment processes, employee relations, or performance management, and don’t forget to mention your familiarity with HR software or tools that could give you an edge.
Tailor Your Cover Letter:Your cover letter is your chance to shine, so tailor it to Heriot-Watt University and the specific HR role. Highlight your passion for people management and how your unique approach can help foster a positive workplace culture. Be sure to sprinkle in examples from your past experiences that illustrate your problem-solving abilities and interpersonal skills.
Include Relevant Certifications:If you’ve got any HR certifications or relevant training under your belt, be sure to showcase them! These qualifications can really set you apart from other candidates when applying for this full-time HR position at Heriot-Watt University. List them prominently on your CV to catch the hiring manager's eye.
Align with Company Culture:Make sure your application speaks to Heriot-Watt University's values and culture. Research the company and align your experiences or values with what they stand for. This will show them that you're not only a fit for the role but also for the overall vibe of the team and organisation.
How to prepare for a job interview at Heriot-Watt University
✨Brush Up on HR Best Practices
As you're diving into human resources, it’s crucial to be well-versed in the latest HR practices and legislation. Get familiar with key topics like employee engagement, talent acquisition, and diversity initiatives, as these could easily pop up in your interview with Heriot-Watt University.
✨Know Your Recruitment Tools
Most HR roles involve using various recruitment tools and ATS (Applicant Tracking Systems). Make sure you can comfortably discuss platforms like Workday or Greenhouse. If you've had direct experience, share those examples; if not, show your eagerness to learn!
✨Highlight Your People Skills
A full-time HR role at Heriot-Watt University will require strong interpersonal skills. Prepare to share stories that demonstrate how you’ve successfully navigated conflicts or supported team members in past experiences. Authenticity goes a long way in this field.
✨Stay Current with HR Trends
Being up to speed with current HR trends, like remote working protocols or mental health initiatives, can set you apart. Be ready to discuss how these trends could impact Heriot-Watt University and how you would contribute to adapting HR strategies.
