Digital Systems & Tech Operations Specialist

Digital systems & platforms

1. Ownership and optimisation of ACES’ digital working environment, including Microsoft 365 tools (e.g. SharePoint).
2. Design and implementation of a clear, consistent information architecture, including folder structures, naming conventions, permissions, and version control.
3. Ownership and embedding of a project and workflow management platform (currently Monday.com), ensuring it supports real organisational processes.
4. Clear definition of the purpose and boundaries of different tools, reducing duplication and confusion.

Information management & ways of working

1. Development of standard structures and templates for reports, contracts, and other core documents.
2. Alignment of digital tools with how teams work in practice.
3. Documentation of clear guidance on digital ways of working across ACES.

Technology & hardware

1. Development of standard hardware / technology specifications (e.g. computers, monitors, docks etc.)
2. Support for onboarding and offboarding processes.

Support & coordination

1. Acting as first point of contact for day-to-day digital systems and technology queries.
2.  Troubleshooting common issues and escalating to external IT providers where appropriate.
3. Liaison with external IT support to ensure continuity and security.

Six-Month Objectives

Within the first six months, the Digital Systems & Tech Operations Lead will be expected to deliver the following:

Digital systems baseline and roadmap

• Review existing digital tools, systems, and pain points.
• Produce a short digital systems roadmap outlining priorities, tool boundaries, and recommended improvements.

Information architecture embedded

• Design and implement a clear, logical SharePoint information architecture aligned with ACES’ activities.
• Establish naming conventions, permissions logic, and version control principles.
• Reorganise or migrate priority content into the new structure.

Workflow management platform embedded

• Clarify the role of the workflow and project management platform (currently Monday.com) within ACES.
• Configure standard boards, dashboards, and light automations aligned with core workflows.
• Ensure the platform is actively used for agreed organisational processes.

Clear digital ways-of-working guidance

• Produce concise, accessible guidance covering:
  • How information should be structured and stored.
  •  How workflow and project management tools should be used.
  • Where different types of content should live.
• Support adoption through light-touch training or onboarding sessions.

Tech standards and onboarding

• Develop a set of standard hardware and technology specifications.
• Create a simple systems and tech onboarding/offboarding checklist.
• Improve consistency and reduce ad-hoc tech decisions.

Experience

• Experience designing, implementing, or owning digital systems that support organisational workflows and collaboration.
• Hands-on experience with Microsoft 365 tools, particularly SharePoint, including information architecture, permissions, and document management.
• Experience implementing project and/or workflow management platforms (e.g. Monday.com or similar).
• Experience translating organisational needs into practical digital solutions, structures, and guidance.
• Confidence supporting colleagues with everyday digital systems and technology.

Skills and attributes

• Practical, hands-on approach with a focus on usability and adoption.
• Clear communicator, comfortable working with non-technical colleagues.
• Able to make sensible, proportionate decisions without over-engineering.
• Organised, structured, and able to work independently in a part-time role.
• Collaborative, supportive, and service-oriented.

 

Applications will be reviewed on a rolling basis, and the position will remain open until a suitable candidate is identified.