Principal Assistant (SharePoint Analyst or Designer)

EXPERIENCE AND EDUCATION:

Essential Qualifications/Experience:

·         Higher vocational Training in a relevant discipline with 5 years post related experience. Or, a secondary educational qualification with 3 years post related experience

·         Sound knowledge and experience in the use of Microsoft office automation package

·         Experience in roles requiring to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment

·         Experience in roles requiring excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff

Desirable Qualifications/Experience:

·         Thorough knowledge of computer-based tools for project planning/control and resource management (like MS Project or Service Now)

DUTIES/ROLE: 

·         SharePoint Redesign and Service Line Site Harmonization

ü  Support the Service Line in redesigning the main SharePoint portal and harmonizing all subordinate SA and area pages

ü  Map current sites and content, propose an improved information architecture and navigation, and agree this with the Service Line leadership

ü  Engage each SA Head (or nominated focal point) through short structured sessions to capture requirements, define page structure, and validate final layouts

ü  Implement modern SharePoint pages, libraries, lists, and navigation in line with agreed standards (naming conventions, permissions, templates, and views)

ü  Clean and migrate content from legacy pages/libraries to the new structure, removing duplicates and obsolete material in coordination with content owners

ü  Define and document a light governance model (roles, responsibilities, review cycles, and change process) and provide brief training/hand‑over to SA content owners

·         Business administration

ü  Assists the team or manager in gathering and providing the information needed to support ongoing team processes

ü  Helps to plan and prepare for meetings

ü  Sets up and offers clear guidance on software, procedures, processes, tools and techniques for administration and workplace productivity

ü  Liaises and coordinates activities across functions

ü  Updates and maintains office policies and procedures

·         Customer-facing duties

ü  Providing information about the organisation's services, facilities, or procedures

·         Administrative and coordination duties

ü  Scheduling and confirming appointments, meetings, or reservations

ü  Organizing, updating, and maintaining files, records, and basic databases or spreadsheets

·         Preparing and internally coordinating Statements of Work (SOW), for release to agency customers

ü  Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management etc.

ü  Preparing and maintaining project plans (including service now activities)

ü  Assisting in resource allocations

ü  Create, maintain and administer project plans, as needed, on behalf of Project Managers

ü  Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects

ü  Monitoring project performance, and approving time from resources

ü  Maintain project portals and document libraries

ü  Report on project status

ü  Performs other duties as may be required