Systems Manager Full Time

CITIZENS UK

Job Title: Systems Manager

Salary: FTE £35,631 pa + £3,150 pa London Weighting

Hours: 22.5 hpw (some flexibility)

Contract: Permanent

Based: London HQ (some remote working available)

Interview Date: likely to be held 4-5 March 2024. Interviews will be in person and subject to change.

Citizens UK

Citizens UK is a people power alliance of diverse local communities working together for the common good. Our mission is to develop leaders, strengthen civic organisations and make change. Our 550 member communities are deeply rooted in their local areas and connect every day to the lives of hundreds of thousands of people. Through the method of community organising we enable people experiencing powerlessness to develop their leadership and come together with the power and strategy to make change.

This leads to hundreds of neighbourhood improvements – from zebra crossings outside primary schools to renovated public toilets in cemeteries. And it leads to some of the biggest campaign impacts in the UK, such as winning over £2 billion of wages through the UK Living Wage campaign, securing a legal cap on the cost of credit to control exploitative lending, and ending the detention of children for immigration purposes. We enable local campaigns to grow into large-scale social change projects such as the Living Wage Foundation, Parents and Communities Together (PACT), Sponsor Refugees, and Refugees for Justice, that form an integral part of our theory of change. The most prominent of these is the rapidly growing Living Wage Foundation with a network of over 13,000 accredited Living Wage Employers across the UK.

Purpose

This is a great opportunity for an experienced Systems Manager to join Citizens UK on a part-time basis and have a good work\life balance. Joining a great organisation with sound values that support employees to thrive.

The Systems Manager is responsible for overseeing and implementing a forward-looking information and communications technology (ICT) strategy for Citizens UK. The overarching goal is to use ICT solutions to enhance the effectiveness of our work – enabling Citizens UK to expand our reach and impact. This is a ‘hands on’ role, being involved in selecting and implementing new systems but also ensuring the day-to-day maintenance of existing systems across Citizens UK including supporting the organisation to utilise them effectively.

Main Responsibilities

Working as the Systems Manager, reporting to the Operations & Events Manager, your main responsibilities will include:

Contribute towards the achievement of CUK and the ICT Business Plan.

• Participate in developing ICT policies and plans to support the delivery of the overall Citizens UK Business Plan.
• Liaise with users and managers to understand their needs, problems, and opportunities for enhancing their work through ICT.
• Coordinate the delivery of the ICT strategy and business plan.
• Lead the implementation of an ICT strategy that responds both to Citizens UK’s changing needs and emerging technologies.
• Participate in the development of relevant and effective ICT policies.
• Manage the ICT budget, in collaboration with the Director of Finance and Operations

Build and manage projects and achieve work targets effectively:

• Act as account manager for the outsourced IT suppliers.
• Ensure the provision of appropriate, forward thinking, and reliable ICT resources (equipment, hardware & software) that will enable users to work effectively.
• Manage and work effectively with 3rd party suppliers to ensure delivery of quality service to users, installation or customization of hardware or software.
• Ensure that the register of all ICT solutions is kept updated.
• Oversee the implementation of ICT projects, incl. planning, scheduling, supervision of contractors to ensure the required outcomes are delivered on time and to standard.

Learning and expertise

• Keep up to date with ICT good practice, incl. within third sector.
• Train and coach others, giving advice and technical support.
• Develop self-awareness of DEI issues and how to include Inclusion Impact Assessments as part of new ICT projects.

Develop and manage internal relationships across the organisation and externally – User Support

• Proactively develop and nurtures new and existing relationships that further Citizens UK goals.
• Seek feedback and act to ensure that users are having a good experience of systems across Citizens UK.
• Manage and coordinate ICT work with colleagues across Citizens UK.
• Encourages a culture of transparency and sharing across Citizens UK, breaking down silos.
• Provide support to users, aiming to maximise their capacity to use ICT in support of their work.
• Support users with relevant information, advice, coaching and training, using third parties where appropriate.
• Identify key staff and train them to be ‘digital champions’ and expert users.

Communications

• Provide users and other stakeholders with regular comms; ensuring their needs are met with timely, appealing, comms materials.
• Ensure reports\dashboards are accurate and meaningful to users.
• Creating custom reports on user usage of Citizens UK’s ICT systems.
• Manipulating data on Excel and creating charts.
• Represents Citizens UK effectively to audiences in meetings and at events.

Knowledge Management – Data Systems Administrator

• Act as the system administrator for Citizens UK’s data management systems; ensuring the secure and efficient management of data.
• Be responsive in providing support and accessing data as requested by users.
• Administer internal comms systems ensuring all staff are able to access their relevant groups and can effectively use the solution.
• Administer and improve Citizens UK’s data filing systems in the Microsoft Office 365 environment and ensure appropriate access levels are in place at all times.
• Administer Citizens UK’s email and email group contacts ensuring it is up to date and that the relevant users are included in various groups.
• Ensure systems adhere to good data protection protocols.

Generate income and resources

• Contribute to plans and proposals to managing resources.
• Negotiate with suppliers/ third parties to reduce cost base.
• Participate in the development of funding proposals if appropriate.
• Manage the procurement and tendering process for ICT resources.

Safeguarding, Health & Safety, Cyber Security

• Be proactive in undertaking H&S and DSE risk assessments.
• Be proactive in managing own wellbeing and supporting any direct reports or team members in managing their own wellbeing at work.
• Ensure the organisation is safe from external and internal ICT threats, at all times.
• Ensure that security protocols and data protection routines are in place and implemented.
• Ensure that Citizens UK complies with data protection legislation and good practice, co-ordinating with the Citizens UK Data Protection Officer.

Person Specifications (E=Essential, D=Desirable)

Qualifications

• Relevant bachelor’s degree (e.g., Information Technology, Computer Engineering) (D)
• Relevant certifications (e.g., Networking, Microsoft Systems, Windows Server Administration) (D)

Experience

• Professional Experience in ICT support (D)
• Experience in Office 365 administration (E)

Key Skills & knowledge

• Proficient in PC hardware, software and network setup, maintenance, and troubleshooting (D)
• Proficient in Microsoft Windows server administration (E)
• Experience in managing enterprise networks, monitoring, troubleshooting, and resolving LAN/WAN connectivity problems (E)
• Good understanding of wired and wireless networks, system, and application security (E)
• Proven track record of providing good customer service and, in particular, excellent user support (E)
• Excellent logical thinking, leading to high calibre problem solving and trouble-shooting ability (E)

Professional Qualities & Values

• A self-starter with ability to take initiative and work independently (E)
• Willingness to work within accountable relationships (E)
• Self-motivated and adaptable (E)
• A positive enthusiasm for working within third sector and aligned with Citizens UK’s values (E)