Posted on :
8 Jul, 2021
The Aurum Institute is offering a great opportunity to suitably qualified and experienced staff to contribute towards our mission to improve the health of people and communities through innovation in Health Research and Systems. We are focused on research, support and implementing integrated approaches to managing TB and HIV. The following positions have become available as part of the various projects currently being run by us and you are welcome to apply should you meet the requirements of the position.
Job Title: Information Management Practitioner
Location: Parktown, Gauteng, South Africa
Reference #: 2021/06/30/01
Contract Type: Permanent
Salary: Market Related
Information Management Practitioner:
The purpose of this job is to manage the Microsoft SharePoint and Teams environments within the company and provide effective end-user support and training. This role is responsible for creating, managing and administering various SharePoint site collections, both on-premise and online, and includes the management of TEAMS groups. The Information Management Practitioner is also responsible for the management and maintenance of any systems developed within SharePoint (on-premise and online).
This role falls within the Information and Communications department and reports into the ICT Process Engineer. ICT is a core service within Aurum supporting approximately 2500 end users.
Technical Work Responsibilities and Duties:
Microsoft 365 Platform Management: Manage permissions, restrict, and revoke access where necessary. Setup and manage alerts to monitor activity on business-critical information as required. Write, maintain and enforced site governance policies whilst adhering to corporate SharePoint governance policies. Apply knowledge management principles of people, process and technology to the site collections created through TEAMS and/or SharePoint Attend monthly SharePoint meetings and convey information to the team. Compile monthly reports on usage and progress of site collection.
Business Analysis: Ongoing and in-depth content analysis of all departmental requirements. Analyse all business requirements and map to SharePoint. Document technical solutions as well as end user guides. Identify bottlenecks and process inefficiencies on an ongoing basis and identify where SharePoint functionality can be leveraged to improve these. Consult with other divisions to facilitate cross-department collaboration.
Information Architecture/Management: Analyse file shares for migration to SharePoint for optimal document management. Determine and create scalable structure for top level business unit sites, keeping migration to Office 365 in mind. Create, leverage and manage the term store, content types, site columns and templates for re-use in the site collection. Ensure uniform navigation throughout sites. Job description 1 Information Management Practitioner Information Management Practitioner Create site collections and sub-sites based on business content requirements. Design and maintain reusable metadata. Design and maintain landing pages to encourage user adoption.
Maintenance: Constantly revisit and review content to ensure business relevance. Constant maintenance of permissions and monitoring user behaviour on the platform. Monitor site usage and follow up on dormancy on a monthly basis. Monitor to ensure workflow and tasks are working correctly and emails are going out once automated systems are built. Liaise with IT regarding the migration of sites, licensing, running of PowerShell scripts when necessary.
Support and Services: Encourage user adoption and embed a sense of excitement in the business regarding SharePoint. First line of day-to-day support for users. Support the various SharePoint on-premise and online Systems by logging calls for issues that arise, and troubleshooting user issues that are encountered Train end users O365 platform (eg TEAMS, SharePoint, and Kaizala) on basic functionality. Direct users to training material and resources available in the company. Demo functionality and solutions build on SharePoint to staff. Error identification, investigation and resolution – escalate to IT when required. Daily research to determine what SharePoint can do to stay current with this ever-changing technology.
Systems Management: Support systems that are built on SharePoint online and/or SharePoint on premise Provide end user support for these systems Monitor the environment daily Log calls for technical support when problems arise and ensure that these calls are completed and adequately resolved Analyse the environment and present ideas on how to enhance and improve the systems on it.
Grade 12 / Matric / NQF level 4
Bachelor’s degree (3 years) / NQF level 7
Relevant Microsoft Certifications
Skills will need to be demonstrated and will be assessed with an in-house SharePoint assessment
4 years in administering SharePoint Site Collections
Must have minimum 2 years SharePoint Online experience
Experience in a client/user interfacing role
Experience with PowerApps, power automate, PowerShell, and experience in migration projects from organisational file shares to SharePoint would be advantageous
Highly proficient on Microsoft Office skills (Excel, Word, PowerPoint) with a high level of PC literacy
Candidate must be able to demonstrate experience in administering SharePoint Site Collections and TEAMS groups
Demonstrate an understanding of the SharePoint licensing model and application concepts.
Willing to travel overnight by land or air if required
Willing to work overtime
Demonstrate business acumen
Act as an active and contributing member of a team to achieve team goals
Displays attention to detail and thoroughness in accomplishing a task
Is open to change and new information
Is committed to developing professionally through attending professional conferences, focusing on best practices, valuing cutting-edge practices and approaches
Sets high standards and well-defined, realistic goals for one’s self
Displays a high level of effort and commitment towards completing assignments in a timely manner
Works with minimal supervision
Stays abreast of advancements in technology and combining this continuous learning with existing IT knowledge in order to quickly evaluate the functionality and applicability of new technologies in relation to the organisation context and strategic vision
Is able to systematically explore and review information in order to discover meaningful patterns that assist to complete a task or make a decision
Continuously seeks to determine the needs of customers and taking action to satisfy them
Develops cooperation and teamwork while participating in a group, working toward solutions that generally benefit all involved parties
Is able to explain complex products, services or concepts to internal or external customers or clients
Is able to draft factual reports, presentations, procedure or policy documents or training material
Can effectively engage with a variety of stakeholders from all levels within the business external stakeholders
Ability to analyse all business requirements and map these to SharePoint.
Considerations for Applicants:
SA Citizen or valid work permit to work in South Africa
Has a valid driver’s license and own vehicle
Application Deadline: 14/07/2021
Kindly provide current and relevant references for background checks
All appointments are subject to the preferred candidates obtaining the necessary security clearance, reference checking and competency assessment. We embrace employment equity and are committed to achievement of fair and equal representation of our workforce. Preference will be given to internal applicants and candidates from previously disadvantaged backgrounds.
Aurum welcomes applications from all persons with disabilities
Whilst all applications will be carefully considered, only short-listed applicants will be interviewed. If you do not hear from us within 21 days of the closing date, this will mean that your application has been unsuccessful. All interviewed applicants will receive feedback as part of our continued drive towards people development.