Workspace Data & Systems Lead

Key Responsibilities

Lead Database Transition & Systems Development:

• Lead the full transition from an Excel-based database to a fit-for-purpose dedicated database platform.
• Document, define and validate system requirements to ensure the database structure supports all business, reporting and performance management needs.
• Work closely with internal technical teams and external providers to adapt off‑the‑shelf systems to departmental requirements.
• Oversee configuration, testing, data migration, data integrity checks and rollout.
• Act as system “super user”, including creating documentation, delivering training and embedding best practice.

Budgeting & Forecasting:

• Develop and continually improve records and systems supporting all budgeting, financial, and relationship management processes.
• Administer departmental financial systems, track all income and expenditure.
• Prepare monthly results, forecasts and year-end information in collaboration with the Finance Team.

Manage & Analyse Data:

• Maintain and enhance databases, ensuring accuracy, completeness and usability across the team.
• Analyse quantitative and qualitative data—financial, survey, operational and performance—to identify patterns, risks, opportunities and areas for system/process improvement.
• Lead on the creation and management of dashboards, OKRs and bespoke analytical tools to support performance monitoring. Deliver deep-dive analyses such as income stream modelling, forecasting, community survey analysis, impact assessments and sales reporting.

Reporting & Insight Generation:

• Partner with senior management to scope, design and deliver reports that provide actionable insights, support strategic planning, and enhance operational oversight.
• Compile, analyse and evaluate information for internal reports, ensuring clear communication of business objectives, progress and success factors.
• Database configuration to produce automated, reliable and decision-ready reports that support effective management level decision-making.

Systems Management:

• Drive continuous improvement across business processes, introducing effective methodologies to enhance consistency, efficiency across the department.
• Map, analyse and document end‑to‑end processes, facilitating strong stakeholder engagement, consultation and buy in throughout.
• Ensure full compliance with financial procedures, GDPR and all relevant data protection regulations, embedding good practice across operational workflows. Support cross-departmental initiatives involving system enhancements, data architecture, improvements, reporting tool development and end-to-end process reviews.

Skills, Knowledge and Expertise

Experience:

• Proven experience leading or significantly contributing to system implementation or migration projects, ideally involving databases or CRM platforms, with a track record of transforming complex datasets into clear, actionable reporting.
• Experience in advanced budgeting, bookkeeping or financial administration.
• Demonstrated success in project management, applying analytical problem-solving approaches to deliver high-quality outcomes. Implementing new processes or developing operational structures to drive change and improve ways of working.
• Designed evaluated and refined processes to enhance efficiency, accuracy, and operational performance.
• Experience in sales operations, business operations, or project management environments (desirable).
• Worked in the creative industry and/or with small businesses and entrepreneurs (desirable).

Skills:

• Advanced Excel skills and strong capability with data modelling, dashboard creation and analytical tools.
• Proficiency in PowerBI (desirable).
• Strong commercial acumen and a track record of identifying opportunities to increase efficiency or profitability.
• Strong project administration skills, with the ability to manage multiple tasks and projects simultaneously.
• Excellent written and verbal communication skills, with the ability to synthesise results and share with a senior audience as needed.
• Excellent IT skills, including advanced knowledge of MS Office applications, with ability to learn new systems and software quickly.
• Ability to work independently, prioritise own workload, and deliver to deadlines.
• Ability to work effectively in a fast-paced, evolving environment.

Benefits

Mental Health & Wellbeing

• Access to our external Employee Assistance Programme (CiC) for free 24/7 confidential advice and support, including up to 6 free counselling sessions per year where needed
• Mental health support and guidance from our in-house trained Mental Health First Aiders
• Hybrid working based on having 3 days in the office per week (pro rata if part-time)*
• Contribution towards eye tests and glasses
• Trust life insurance scheme
• We offer winter flu vaccination vouchers

Holiday

• Enhanced annual leave - 25 days plus bank holidays (pro rata)
• Birthday leave - additional day leave
• Celebration day  - to celebrate anything of your choice
  

Other Leave

• Sick leave - 20 days full pay, followed by 20 days half pay (pro rata & following 3 months service)
• Emergency dependent care - option to use 25% of paid sick leave for emergency care of a dependent (pro rata & following 3 months of service)
• Enhanced maternity pay

Benefits

• 8% employer pension contributions, no employee contribution required*
• Option for salary sacrifice
• Season ticket loan
• Cycle to Work scheme
  

Discounts, offers and free stuff

• The list is endless and includes tickets to Somerset House events and entrance to other museums, galleries and heritage sites in London
• Discounts in Somerset House cafes and restaurants
• Discounts with various high street retailers and restaurants
• Discounts to local leisure centres

About Somerset House Trust

Somerset House is actively anti-racist and you can read about our commitment to diversity, equity, inclusion & belonging

here. We are working hard to ensure our people, our onsite community and our sector reflect, represent and include all of society.

Our Commitment to Anti-Racism, Diversity, Equity, Inclusion & Belonging:

discrimination

in the initial screening stage of our recruitment process. This reinforces our commitment to focusing on the skills and qualifications of all applications from the start.

We're committed to creating an inclusive recruitment process. Please let us know if there's anything we can do to help you perform at your best. We're open to adjusting our process to accommodate your needs please email people.team@somersethouse.org.uk.

The Trust reserves the right to close a job before its application deadline.

Please only apply if you have the right to work in the UK; the Trust cannot currently offer sponsorships.

And finally.... the use of AI in your application

In your application, we want to hear from you in your own voice about your skills, experience, and how you align with the job expectations and desire to work at Somerset House Trust. All applications are reviewed by members of our team.

Documents

Our Hiring Process

Don't worry if you don't see any roles you want to apply for now. Register your interest to allow us to contact you when a suitable role meeting your criteria comes along. Unfortunately, the Trust cannot sponsor or take over sponsorship of an employment Visa at this time.

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