Business Systems Specialist (HR)

Heriot-Watt University Malaysia; Easter Howgate; On-site; GBP 38,000 - 47,000; Full time

Benefits offered by this job

33 days annual leave

Total rewards calculator access

Job summary

Heriot-Watt University Malaysia is seeking a Business Systems Specialist (HR) to support and develop the HR system (Oracle Fusion) across its campuses. You will analyse business needs, coordinate changes and provide second‑line support to HR users.

The role requires experience with HRIS or enterprise systems, data reporting and stakeholder collaboration. It is a full‑time, open‑ended position with a 35‑hour week and a strong benefits package.

Qualifications

• Experience supporting, administering or enhancing an HRIS within a medium or large organisation.
• Experience gathering and documenting requirements for system changes or improvements.
• Experience specifying, developing or supporting financial reporting or BI solutions.
• Strong data analysis and problem‑solving skills, including Excel or similar tools.
• Experience planning, testing and implementing system changes while maintaining service continuity.
• Ability to communicate complex technical concepts clearly to non‑technical audiences.

Responsibilities

• Develop and maintain functional expertise in the University's HR ERP platform (Oracle Fusion).
• Investigate issues, implement improvements and maintain system performance, security and compliance.
• Support planning, testing and deployment of system changes, releases and updates.
• Support operational HR activities requiring system configuration and data updates.

Skills

HR systems

HRIS

data analysis

Excel

communication

stakeholder engagement

Education

Bachelor's degree or equivalent

Tools

Power BI

SQL

Microsoft Excel

Job description

Role Title: Business Systems Specialist (HR)

Grade and Salary: Grade 7, £37,694 - £47,389 per annum

FTE and working pattern: Full-time (35hrs per week) Open-ended

Reward and Benefits: 33 days annual leave, plus 9 buildings closed days for all full time staff. Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.

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

1. Educated to degree level, holding an equivalent professional qualification, or able to demonstrate equivalent relevant experience.
2. Experience supporting, administering or enhancing an HR Information System (HRIS) within a medium or large organisation.
3. Experience gathering and documenting requirements for system changes, process improvements or new functionality.
4. Experience specifying, developing or supporting financial reporting, management information, statutory reporting or business intelligence solutions.
5. Strong data analysis and problem‑solving skills, including experience using tools such as Microsoft Excel and other reporting or data analysis tools.
6. Experience planning, testing and implementing system changes, upgrades or enhancements while maintaining service continuity.
7. Ability to communicate complex technical or system‑related concepts clearly to non‑technical audiences, both verbally and in writing.
8. Ability to build effective working relationships with stakeholders at all levels and work collaboratively within multidisciplinary teams.

Desirable

1. Experience of Oracle Fusion HCM.
2. Experience working within a Higher Education or similarly complex organisation.
3. Experience supporting statutory returns such as HESA, REF or equivalent regulatory reporting activities.
4. Experience working with cloud‑based SaaS business systems.
5. Experience developing or delivering systems training, user guidance or knowledge materials.
6. 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. For more information, please see our website https://www.hw.ac.uk/uk/services/equality‑diversity.htm and also our award‑winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ .

We welcome and will consider flexible working patterns e.g. part‑time working and job share options.

Use our total rewards calculator: https://www.hw.ac.uk/about/work/total‑rewards‑calculator.htm to see the value of benefits provided by Heriot‑Watt University.