Data & Systems Officer

Job Title: Data & Systems Officer

Reports To: Data & Systems Lead

Grade I

Hours: The role is primarily worked Monday to Friday, 9am–5pm, with
occasional requirements to work outside these hours

Service Areas: Organisation-wide

Location / Working Pattern:
Hybrid role with a minimum of two days per week (or as operationally required)
based at Riverside House and/or service locations. Some travel will be required
to provide face-to-face IT and systems support within services.

Primary Focus
The Data & Systems Officer provides essential operational capacity within the
Data & Systems Team. The role supports the effective day-to-day running of
organisational data and digital systems, ensuring accuracy, consistency and
continuity across Datos, SharePoint and related platforms. A key element of the
role is supporting the build, development and ongoing management of the
organisational SharePoint and supporting teams to develop and maintain their
SharePoint areas in line with governance standards.

Scope & Accountability
Working under the direction of the Data & Systems Lead, the Data & Systems
Officer holds delegated responsibility for operational system administration, issue
triage, SharePoint management and user support. The role provides critical
cover to ensure business continuity during periods of absence and contributes to
standardisation, testing, training and quality assurance of data and document
management processes.

Key Responsibilities
The postholder will be responsible for the day-to-day configuration and
administration of Datos, including managing workflows, permissions and user
access. They will monitor system workflows, triage issues, and resolve or
escalate faults appropriately, while also supporting testing and release
management for system changes and updates. The role includes providing
first-line user support and co-delivering training on data and systems use. A key
element of the role is supporting the build, development and ongoing
management of the organisational SharePoint, as well as helping teams to
develop, structure and maintain their SharePoint sites in line with agreed

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governance standards. The postholder will maintain SharePoint permissions,
structures, documentation and content accuracy, ensure data quality through
routine checks, error identification and corrective action, and support routine
reporting by contributing to standardised templates and methodologies. They will
also be responsible for maintaining accurate documentation, system records and
audit evidence in line with organisational and governance requirements.

Governance, Compliance & Risk
The postholder will support GDPR compliance and information governance
across all data systems and SharePoint, ensuring that data and documents are
accurate, complete, and stored in line with agreed retention and access
standards. They will actively monitor data quality and compliance, and will
escalate any data quality, security, or information governance risks to the Data &
Systems Lead in a timely and appropriate manner.

Collaboration & Team Working
The postholder will work closely with services to support the effective and
consistent use of data systems and SharePoint, ensuring staff are confident and
supported in their day-to-day use. They will liaise with the Data & Systems Lead
and, where required, external developers to resolve issues, implement
improvements and support system changes. The role will also contribute to the
continuous improvement of digital processes, staff experience and overall data
maturity across the organisation.

Other: -

•  To foster the Mission, Vision, Values and Christian ethos of Alabaré in a

responsible and positive way on all occasions.

•  Work towards the outcomes outlined in the Charity’s Strategy for Growth

and Resilience 2025-30.

•  We reserve the right to ask you from time to time to undertake any other

reasonable duties as required within this role.

•  To be committed to safeguarding children and young people and

vulnerable adults in line with Alabaré, Local Children’s Safeguarding
Board and Adult Care Guidelines.

•  To adhere to the list of general duties contained within the staff

handbook.

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The purpose of this job description is to indicate the general level of responsibility
and standards expected of the post.  The detailed duties may vary or develop
over time according to needs without changing the nature or level of
responsibility of the post.

The job role as described will be reviewed from time to time and where
necessary be amended. This Job Description also forms the basis at the annual
discussion of the Charity’s Appraisal Programme.

Name…………………………………………………………..

Signed ………………………..……………………………….

Date……………………………………………………………

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Person Specification – Data & Systems Officer
A = Application   I = Interview

Category

Criteria

E / D

Assessment

Knowledge

Knowledge

Experience

Experience

Understanding of data systems,
databases or information
management environments.

Awareness of GDPR, information
governance and data protection
principles.

E

A / I

E

I

Experience supporting or
administering data systems or digital
platforms.

E

A / I

Experience supporting the build or
maintenance of SharePoint or similar
document management systems.

E

A / I

E

E

E

E

E

E

A / I

I

I

I

I

I

Experience

Experience providing user support,
troubleshooting or issue triage.

Strong attention to detail and
commitment to data and document
accuracy.

Ability to support non-technical users
and explain systems clearly.

Ability to organise workload, manage
multiple tasks and meet deadlines.

Commitment to organisational
values, professionalism and
collaborative working.

Demonstrates reliability,
accountability and willingness to
learn.

Skills

Skills

Skills

Values

Values

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