CEO. GM Support Services. Manager Information Systems. Sharepoint Analyst

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1 Position Description Position: Sharepoint Analyst Purpose of Position The Sharepoint Analyst is responsible for developing and supporting Careerforce s Sharepoint deployments. This includes maintaining and developing the technical infrastructure; ensuring best practice operational processes are in place and adhered to; providing recommendations on improvements; providing technical analysis on business projects; recommending changes to policy and procedure; and driving efficiencies through optimisation and automation. The Sharepoint Analyst is responsible for ensuring that all Careerforce documentation is stored in the Sharepoint environment, working with each department to ensure that Sharepoint is delivering value for them and identifying their development needs. Reporting Relationships Reports to: Manager Information Systems Direct Reports: None CEO GM Support Services Manager Information Systems Sharepoint Analyst Delegated Authority Financial Work within the budgets delegated by the IS Manager Other None External Relationships Internal Relationships Committees/Groups o IT hardware and software providers o Service providers o Careerforce managers, staff, contractors and consultants. Position Key Result Area Specific Activities Performance Measures Sharepoint and / or content management system Develop and support all Sharepoint and / or content management systems; both internal and externally facing. Configure and support all add-in and third-party products and services related to Sharepoint and CMS environments. The integrity, licensing, performance and security of the Sharepoint environment is maintained at all times. Positive staff feedback. The Sharepoint environment meets the JD - Sharepoint Analyst - May

2 Ensure maintenance plans are in place and managed in areas of responsibility. Ensure all users have the appropriate supports to use the Sharepoint deployment to its potential. Assist all users to migrate and maintain their documentation in the Sharepoint environment. Ensure the Information Systems Manager is aware of all licensing requirements. Ensure that appropriate security is maintained and enforced in areas of responsibility. Ensure that backup and disaster recovery procedures are in place for areas of responsibility. Plan, recommend and implement enhancements, upgrades and procedural documentation for applications in area of responsibility. Maintain up-to-date documentation on systems and processes. Manage communications related to area of responsibility. Web services Proactively assist with support of all Careerforce web services. Support and provide backup to website content. Training Plan and deliver effective and responsive user training which meets organisational and individual learner needs. Ensure training assists staff to develop their skills and become more independent and selfsufficient, with the technology needed to support them in their roles. Planning Provide advice on the development and operation of all systems to support strategic and operational goals. Provide advice on information issues to managers and project teams. needs of the users. Only agreed-upon documentation is stored outside of the Sharepoint system. IS Manager is kept up to date with systems issues and updates. Positive relationships are developed and maintained with Careerforce clients and stakeholders. Web systems meet requirements and content is up to date. Training needs are identified; and appropriate provisions for training are put in place. Staff are fully consulted and engaged when planning new initiatives or projects. IT-related projects are planned and implemented to high levels of JD - Sharepoint Analyst 12 May

3 Consider user/client needs as primary considerations when planning. Plan and oversee the installation of new and upgraded systems as needed. Recommend and enforce IT policies and best practice. Apply best practice risk management procedures to all activities and projects. Drive and manage projects from initiation to timely completion including specification, planning (including contingency), business continuance and scheduling resources, implementation, documentation and user training. Health and Safety Act responsibly and proactively as required by current health and safety legislation and by: o Identifying and reporting new hazards and incidents and accidents through the HRSS (System we report into) o Undertaking health and safety training as required by management o Responding appropriately to emergency management and evacuations accountability; all goals and outcomes are met. Informed and serviceable recommendations are made that will assist Careerforce to achieve its key goals. Strategies are in place to eliminate, isolate or minimise risk in areas within scope of responsibility. Careerforce Key Result General Activities Area Corporate responsibilities Contribute to strategic and annual plans. Proactively contribute to Careerforce s overall achievement of key strategic priorities, annual plan targets, compliance requirements and quality systems. Identify risks and impacts, Performance Measures All identified tasks/areas of responsibility are performed in an effective and proactive manner. Evidence of contributions to meeting key strategic goals and annual targets to agreed standards and timeframes. JD - Sharepoint Analyst 12 May

4 and identify, implement and review solutions within areas of responsibility. Attend and participate in relevant meetings and training days, and provide input and collegial support to colleagues. Prepare audience-appropriate internal and external communications and reports. Ensure website information pertaining to own role and responsibilities is regularly monitored and reviewed. Manage resources effectively and efficiently. Uphold and implement relevant and required policies, procedures and systems. Lead and participate in project development. Risk management plans and activities are developed and implemented. Evidence of pro-active contribution to supporting the vision, values and culture. Communications including the website are accurate, up-to-date, audience appropriate and are understood. All relevant compliance issues, policies and procedures are upheld and implemented. Project responsibilities are successfully discharged. Person Specification Education, qualifications, training Essential An informations systems related qualification. (e.g. Microsoft Certified Professional) Experience Sharepoint administration support in a medium sized, complex enterprise environment. Managing SQL server. Programming knowledge. Website management. Supporting local and remote users. Skills MS Office Suite of products. Windows Server and desktop operating systems. Developing and delivering training. Trouble shooting and problem solving skills (people and technical). Oral and written communication skills including people with English as a second language. Desirable A tertiary level qualification in ICT or a closely related subject area. ICT professional affiliation. Experience of working within a health, disability, tertiary education or training institution. Knowledge of the role and functions of ITOs. Project management/support experience in an education and training, or work-based learning environment. Understanding of Te Tiriti o Waitangi. Specific experience in overseeing an IT training programme within a health, disability or education setting. JD - Sharepoint Analyst 12 May

5 Time management skills. Report development. Database management. Attributes Customer focused and able to relate well to all types of people. Flexible and responsive. Patient and able to cover the same issue with different people. Self-motivated and able to work independently. Displays high ethical standards and is able to keep information strictly confidential. Able to work under pressure, meet deadlines and handle multiple tasks. Able to use initiative effectively. Accurate and pays attention to detail. High energy, can-do attitude. Variation of Duties The duties and responsibilities outlined within this Position Description should not be construed as a complete and exhaustive list, as it is not the intention to limit in any way the scope or functions of this position. With the agreement of the CEO or his/her nominee, these duties and responsibilities may be amended from time to time by addition, deletion or modification to reflect changing circumstances or shifts in organisational requirements. JD - Sharepoint Analyst 12 May

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