HR Systems Specialist (22195-0123) . Job Reference: 1889910

University of Warwick
January 31, 2023
Offerd Salary:£32,348 - £42,155
Working address:N/A
Contract Type:Other
Working Time:Negotigation
Working type:N/A
Ref info:N/A

Vacancy Type/Job category

Management & Professional


Information and Digital Group

Sub Department

Enterprise Applications - HR Systems


£32,348 - £42,155 per annum


University of Warwick, Coventry

Vacancy Overview

Open to internal candidates only.

Permanent position, 36.5 hours per week (1.0 FTE).

We are seeking an HR Systems Specialist to join our HR Systems Team to provide support to an ongoing operation and maintenance of the SAP payroll system. We are looking for someone with previous experience in providing application expertise, including resolving technical queries and errors, carrying out routine maintenance and configuration activity, undertaking system testing and manipulating data. Drawing on client service skills and experience in service provision you will be identifying issues, analysing requirements and methods to resolve them, and finding appropriate solutions.

You will work in a cross-functional, matrix team to suggest improvements to the service provision and make sure that the team's documentation and user guides are kept up to date. At a challenging but exciting time within the HR Systems team, your ability to contribute, progress your work and plan your workload effectively will enable you to hit the ground running.

By 2030 Warwick will be one of the world's exceptional universities, helping to transform our region, country, and world for the collective good.

Warwick has always been innovative, and the Information & Digital Group (IDG) was formed in that mould. We aim to make Warwick the most digitally- enabled university in the UK and be recognised as a global trailblazer, delivering on its key objectives across all areas – including research, education, sustainability, diversity and inclusion.

Working with us at Warwick means that no two days will be the same. It is a place where you can expect the unexpected. We are a place of possibility, and you'll find a supportive environment, providing the freedom to learn, grow, make an impact, and develop your career. We're proud to be an institution where all our staff, researchers, students, and alumni change lives, both close to home and on a global scale.

We know that diversity fosters innovation and creativity, and therefore we encourage applications from everyone regardless of age, gender, ethnicity, sexual orientation, faith, or disability. As women and members of ethnic minority groups are currently under-represented at this level of post, we would encourage applications from members of these groups. Appointment will be based on merit alone.

Interview Date: TBC.

Job Description


To provide support to the implementation and ongoing operation of the HR/payroll system and its constituent modules, including:

• Investigating and resolving intermediate-level system queries from colleagues within HR and across the University;

• Use appropriate tools to export data;

• Informing and monitoring data integrity processes;

• Writing and maintaining test plans;

• Making intermediate-level configuration changes;

• Drafting and maintaining various system-related documents, including processes and standard operating procedures.


HR Systems Support and User Access:

• Receives and deals with user support queries and issues that are escalated from HR System Support Analysts.

• Drafts business processes and standard operating procedures as required.

• Supports Senior Systems Specialist to perform ad-hoc training of system users as required.

• Adds new users/positions to existing roles in SuccessFactors (SF) and C4C as required.

• Creates new non-standard users in SF and C4C as required (e.g. Unitemps).

• Maintains SF permission groups as required.

• Carries out tasks delegated by senior colleagues.

HR Systems Configuration and Administration

• Maintains intermediate-level system configuration, while adhering to strict change control processes, e.g. new work schedules in SAP Payroll, simple wage types and rate changes in SAP, or pay scale objects and email templates in SF.

• Carries out the annual mass salary increase processes, as required

• Supports the cyclical annual leave allocation and carry over processes, as required

• Reviews the SF administrator dashboards and investigates configuration clashes

• Informs data integrity exception check processes by identifying areas for additional checks, training needs and/or amending processes as required

• Assists the Senior Systems Specialist to review release notes for system upgrades/patches to determine testing requirements and correctly allocate resource

• Write/maintain appropriate test plans to ensure end-to-end processes remain intact after system changes

• Miscellaneous system administration tasks: e.g. changing start dates in SAP Payroll in line with EC changes

HR Management Information

• Writes ‘Ad Hoc Queries' in SAP Payroll and creates ‘variants' (filters) on standard SAP reports, as required

• Exports data from SF, e.g. position foundation objects, in order to manipulate with pivot tables to produce relevant summary information, or to prepare relevant import files for Senior Systems Specialist

• Run reports out of SF as required

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1

Educated to GCSE level in English and Maths or equivalent Educated to A-Level standard in a relevant subject, or has equivalent experience. (a)

Essential Criteria 2

Experienced in the use of HR systems and detailed operational processes from an HR administration and payroll perspective. (a, c)

Essential Criteria 3

Ability to work with minimum supervision, exercising initiative. (c)

Essential Criteria 4

Excellent attention to detail and organisation skills. (c)

Essential Criteria 5

Ability to work accurately under pressure in a deadline driven environment. (a, c)

Essential Criteria 6

Experienced in using SAP Payroll and SuccessFactors. (a, c)

Essential Criteria 7

Previous role providing HR system/IT application support. (a, c)

Essential Criteria 8

Analytical and problem solving skills. (c)

Essential Criteria 9

Effective written and verbal communication skills, including the ability to draft detailed technical documents and develop support materials for non- technical users. (c)

Desirable Criteria 1

Experience of working in higher education. (a, c)

Further Particulars

When the implementation of new HR systems is complete, there will be 13 systems/modules/software solutions delivered and supported by HR as follows: o Employee Central – c. 10,000 users o AskHR/C4C – c. 10,000 users of AskHR, c. 100 users of C4C o Performance and Goals – c. 6000 users o Learning Management – c. 6000 users o Compensation – c. 20 users o Recruitment – c. 20,000 applicants p.a., c. 300 internal users o Onboarding – c.1000 new starters p.a. o Succession planning – users TBC o Concur – c. 1000 users o SAP Payroll – c. 150 users o Time & Attendance – c. 200 users o Reporting and management information tools o Sharepoint – c. 150 users

This role description applies to two System Specialist positions that, between them, will work with all of the above systems with each role holder specialising in a particular portfolio.

The role holder will also be carrying out varied project work relating to these systems and their support.

For further information about the University of Warwick, please read our University Further Particulars.

For further information about the department, please visit the departmental website.

Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.

We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.

The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (

The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.

Right to work in the UK If you do not yet have the right to work in the UK and/or are seeking sponsorship for a Skilled Worker visa in the UK points-based immigration system please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship for a Skilled Worker Visa.

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants' suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University's Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Closing Date

31 Jan 2023

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