Operations and IT Coordinator

iO-Sphere and The AI Board | Cape Town, South Africa (Hybrid)

We’re looking for an Operations & IT Coordinator to build, maintain and improve the systems that keep iO-Sphere and The AI Board running smoothly. Both UK organisations deliver data and AI training and award recognised qualifications.

Working directly with our Director of IT and Operations, you’ll focus on building smarter ways of working through Hub Spot workflows, Microsoft 365, Teams and Zapier automations, alongside providing day-to-day IT support and maintaining our readiness for Cyber Essentials and ISO 27001 audits.

This is one role supporting both organisations, with shared systems and priorities, not double the workload. We want someone who takes ownership, gets hands‑on with problems and finds practical solutions, rather than simply flagging issues and waiting for someone else to fix them.

iO-Sphere trains people to do things with data and AI, not just learn about them. Over 1,000 people have trained with us, and teams at PwC, BAE Systems and Dunelm send us their people.

The AI Board is the UK's only awarding body built exclusively for artificial intelligence and data. Based in Norwich, it offers Ofqual-regulated qualifications for learners, education centres and employers.

• Build and improve our systems. Create workflows and automations in Hub Spot, Microsoft 365, Teams and Zapier, and deliver efficiency improvements across the business
• Run our platforms day to day. Manage users, licences, email, joiners and leavers, software subscriptions and our device register, and look after SharePoint, including the structure and templates behind The AI Board's application and evidence submission process
• Provide IT support. Be the first point of contact for IT, resolving queries and helping colleagues get the most from our tools
• Keep us audit-ready. Maintain our Cyber Essentials and ISO 27001 policies and security basics across both organisations, including setting up and managing company laptops and other devices through our device management (MDM) system, logging incidents and data requests, keeping our data protection register up to date, and helping prepare the yearly applications
• Manage website content. Keep pages, course and qualification details and forms on The AI Board's website (and, in time, iO-Sphere's) accurate and working
• Manage our documents. Make sure policies, processes and other key documents are stored properly, kept up to date and version-controlled

• Hands‑on Microsoft 365 admin experience: users, licences, email, Teams and SharePoint. This is essential for the role
• Experience building workflows and automations in a CRM. Hub Spot is ideal, but a similar CRM works
• A technical, logical problem‑solver who resolves everyday IT problems, notices inefficiencies and can explain why a fix is worth making
• A self‑starter who teaches themselves new tools using documentation, online courses and AI tools, and who understands what they build well enough to explain how it works
• Strong attention to detail: you keep records, access and documents straight and version‑controlled
• Willingness to learn what Cyber Essentials and ISO 27001 require, and to keep us audit‑ready
• Clear written and spoken English, comfortable working remotely, and able to come into our Cape Town office when needed
• Bonus: hands‑on Hub Spot, Zapier or similar automation tools, website content in Hub Spot CMS or Word Press, UK GDPR or POPIA, and Hub Spot or Microsoft 365 certifications

• Full‑time contractor agreement (not PAYE). We do not currently have a South African entity, so South African team members receive full‑time contractor agreements and handle their own tax (as provisional…