Office System Manager

Job title: Intelligent Office System Manager

Reporting to: National Head of Operations

Date of Issue: June 2026

The IO Systems & Data Analyst is responsible for the effective operation, integrity, and continuous improvement of Intelligent Office (IO) across the business.

Working in close partnership with the Operations Process Manager and the Data Team, this role ensures that operational processes are successfully translated into system design, data capture, and reporting outputs. The role takes ownership of IO configuration, data quality, and user adoption, helping to ensure processes are embedded, scalable, and deliver reliable management information.

• Own the day-to-day administration, configuration, and integrity of IO.
• Set up and maintain user accounts, including onboarding new joiners and managing leavers.
• Configure adviser setups, including gating, fee splits, and structural changes.
• Maintain group hierarchies and client sharing arrangements within IO.
• Support the management of user access and permissions, including row-level security.
• Act as the subject matter expert for IO across the business, providing first-line support for IO-related queries, ensuring timely and helpful resolution.
• Support users in understanding system processes and best practice.
• Lead the delivery of training for new users, whether through recruitment or acquisition and to roll out system changes.

• Lead the implementation of process changes within IO, ensuring effective system configuration and user adoption.
• Work closely with the Operations Process Manager to translate process design into practical system solutions.
• Challenge and refine processes where system or data limitations are identified.
• Support the implementation of system changes defined by the Operations Process Manager and other stakeholders, including the Data Team.
• Lead testing and rollout of system updates.
• Take ownership of data quality within IO, ensuring accurate and consistent data capture. Assisting management with the implementation of a ‘data right’ culture across the organisation.
• Support and enhance MI reporting by working with Data team to ensure core data set is maintained and reviewed ensuring IO is ‘golden source’ for client data (including revenue and asset movements).
• Support key control processes, including:
  • Accruals reporting integrity
  • Reconciliation between expected and received income
  • Identification and resolution of data discrepancies
• Work proactively with Data and Finance teams to strengthen controls and reporting accuracy.
• In conjunction with the acquisition team, assist with the coordination and successful execution of data migrations into IO from acquired firms.
• Proactively identify opportunities to improve IO processes, efficiency, and user experience.
• Work with Data, Operations, and Innovation teams to deliver enhancements.
• Contribute to the ongoing evolution of systems and operational best practice.

This job description may be reviewed and subsequently amended to better reflect any changes required in the role.

Degree or equivalent qualification in Business, Finance or IT.

• In-depth knowledge and experience of administering Intelligent Office, including user setup, permissions, and configuration.
• Previous experience in an administrative, operations, or systems-based role.
• Strong attention to detail and understanding of data quality management, including validation, reconciliation, and maintaining accurate, structured data.
• Good organisational and time management skills.
• Proven experience providing user support and delivering training to drive system adoption.
• Strong stakeholder management skills, working across operations, data, and finance teams.
• Experience working in a national or multi-site business financial services business.
• Understanding of FCA regulatory expectations within advice firms.

• Pragmatic and solutions-focused, with a strong ability to resolve issues effectively.
• Confident and credible when working with senior stakeholders.
• Collaborative approach, with the ability to influence and navigate differing perspectives.
• Adaptable and resilient in a changing, fast-paced environment.
• Strong attention to detail, with a commitment to data accuracy and quality.
• Proactive mindset, with a drive for continuous improvement.
• Willingness to travel nationally to support regional offices.