Operations & IT Coordinator

You're the person colleagues come to when something in Microsoft 365 isn't working, and you fix it properly. You like building the workflow that means nobody has to do that job by hand again.

You'd run the systems behind iO-Sphere and The AI Board from Cape Town, working directly with our Operations Manager.

What you'd do

iO-Sphere trains people in data and AI, and The AI Board awards qualifications in them. Both are UK organisations, and both run on Microsoft 365, Teams, SharePoint, HubSpot and Zapier. It's one role across both organisations, with shared systems and priorities, so it isn't double the work.

We want someone who gets hands-on with a problem and sorts it, rather than flagging it and waiting for someone else to fix it.

Your week

• Building workflows and automations in HubSpot, Microsoft 365, Teams and Zapier, and spotting the next job worth automating.
• Running our platforms day to day, which means users, licences and email, joiners and leavers, software subscriptions and the device register.
• Looking after SharePoint, including the structure and templates behind the applications and evidence that centres submit to The AI Board.
• Being the first point of contact for IT, helping people with their problems and getting them more out of the tools they use.
• Setting up and managing company laptops through our device management system.
• Keeping both organisations ready for Cyber Essentials and ISO 27001, from the policies and security basics to the incident and data request logs, the data protection register, and helping prepare the yearly certification applications.
• Keeping the pages, course and qualification details and forms on The AI Board's website accurate and working, and later on iO-Sphere's too.
• Making sure policies, processes and other key documents are stored where people can find them, kept up to date and version-controlled.

We're a startup, so there'll be other things to pick up as we grow, and we'd expect you to help where it's needed.

Why you'd want it

You'd own the systems two organisations run on, and you'd see the time your automations save people. You'd get good at HubSpot, Microsoft 365 administration and security compliance.

How we work isn't finished. If you see a better way to do something, we'll actually do it.

Who you are

You've done hands-on Microsoft 365 administration, with users, licences, email, Teams and SharePoint, and that one's essential. You've built workflows or automations in a CRM. HubSpot is ideal, but Salesforce, Zoho or something similar is fine. You work through everyday IT problems logically. You notice when something's inefficient and can say why a fix is worth making. You teach yourself new tools from the documentation, a course or an AI tool, and you understand what you build well enough to explain how it works. You keep records, access and documents straight.

It helps if you've used Zapier or something like it, edited a website in HubSpot CMS or WordPress, know UK GDPR or POPIA, or hold a HubSpot or Microsoft certification. You don't need to know Cyber Essentials or ISO 27001 yet, as long as you're willing to learn what they ask for.

You'll need clear written and spoken English, you'll need to be comfortable working remotely, and you'll need to live in or near Cape Town so you can come into our office in Riverlands. If that's you, we want to hear from you.

About iO-Sphere and The AI Board

We train people in data and AI by having them do the work. Over 1,000 people have trained with us, and companies including PwC, BAE Systems and Dunelm send their teams to us. The AI Board is the UK's only awarding body built just for artificial intelligence and data. It's based in Norwich and offers Ofqual-regulated qualifications to learners, education centres and employers.

What the role must achieve

1. 1Joiners have working accounts, licences and a set-up laptop on their first day, and leavers lose access the day they go.
2. 2IT questions get answered quickly and the problem goes away.
3. 3Both organisations stay ready for Cyber Essentials and ISO 27001, with the logs and registers up to date.
4. 4Repeated manual work moves into HubSpot, Microsoft 365 or Zapier automations.
5. 5The AI Board's website and its SharePoint submission structure are accurate and working.

What you'll need

We shortlist against these, scored the same way for everyone:

• Microsoft 365 administration done at work: users, licences, email, Teams and SharePoint
• Workflows or automations built in a CRM (HubSpot, Salesforce, Zoho or similar) or an automation tool (Zapier, Power Automate, Make)
• Day-to-day IT support for colleagues: fixing everyday problems, accounts and devices
• Keeping records, access or documents in order for an audit, a policy or version control
• The right to work in South Africa
• Lives in or near Cape Town and can come into the Riverlands office

Good to have, but not needed:

• HubSpot, Zapier or a similar automation tool
• Website content in HubSpot CMS or WordPress
• UK GDPR or POPIA
• HubSpot or Microsoft 365 certifications
• Cyber Essentials or ISO 27001