Data and Systems Administrator

Job Information

Location:

Hammersmith, London (Hybrid; office attendance on Tuesdays)

Company:
Women's Pioneer Housing

Contract:

Permanent, 35 hours per week, Full Time

Salary: £29,350 per annum

Line Manager:
Corporate Assurance and People Manager

Job reference: 573

• Systems Administration and Operational Support
  • Ensure organisation's systems, software and digital tools operate reliably, securely and efficiently.
  • Monitor system performance, escalating issues and collaborating with external providers.
  • Manage user access, permissions and onboarding/offboarding across systems.
  • Provide guidance, user support and practical assistance to improve confidence with digital tools.
  • Maintain accurate records for hardware, licences and business assets.
  • Resolve routine IT issues and coordinate with external IT providers.
  • Coordinate quarterly IT meetings, prepare agendas, minutes, monitor actions.
  • Support communication with IT suppliers and software providers.
  • Coordinate allocation of IT equipment and digital resources.
  • Support implementation, testing and improvement of workflows and digital processes.
  • Act as operational admin for Housing Management System and other IT systems.
  • Maintain system documentation, guidance notes and process instructions.
  • Support system user groups, feedback mechanisms and improvement activities.
  • Assist business continuity arrangements for key systems.
  • Support data housekeeping – cleansing, archiving, retention.
• Data Management and Reporting
  • Deliver accurate, timely and reliable reports, dashboards, data outputs.
  • Design, build, maintain and improve dashboards, including Power BI.
  • Collect, validate, interrogate and reconcile data from multiple systems.
  • Improve data quality and reporting standards collaboratively.
  • Promote consistent data standards and good data practices.
  • Ensure regulatory submissions rely on accurate, audited data.
  • Benchmark exercises, surveys, consultations and data collection support.
  • Prepare reports, visualisations and management information for senior leaders, board and regulators.
• Information Governance, GDPR and Compliance
  • Support compliant and secure information handling throughout lifecycle.
  • Coordinate Subject Access Requests and related governance activities.
  • Assist with data protection notices, data mapping and DPIAs.
  • Monitor and follow up cyber security and info governance activities.
  • Identify and raise governance risks and data quality concerns.
• Performance and Organisational Support
  • Ensure reliable performance reporting arrangements.
  • Assist use of performance systems, dashboards to improve consistency and confidence.
  • Support audit checks on regulatory metrics and internal indicators.
  • Identify opportunities for system, workflow, reporting, operational improvements.
  • Facilitate joint working across teams.
• Other Administrative Support
  • Provide coverage across various administrative areas to maintain service delivery.
  • Support the Chief Executive, Senior Management Team and Board where required.
• Performance Management and Compliance
  • Manage workload proactively, seeking guidance as needed.
  • Deliver accurate, reliable outputs for reporting, compliance, decision‑making.
  • Contribute to annual appraisal process and ongoing learning.
  • Comply with all policies, legal requirements, codes of conduct and statutory standards.
  • Maintain awareness of legislation and best practices.
  • Contribute to raising standards and implement changes.
• Colleague and Team Working
  • Collaborate with colleagues to solve problems and achieve organisational objectives.
  • Contribute to culture of professionalism, continuous improvement and accountability.
  • Adopt flexible working and undertake additional responsibilities as required.

• Essential
  • Experience working with data, reports and management information.
  • Ability to develop and maintain dashboards for effective visual reporting.
  • Experience supporting or administering organisational systems or digital platforms.
  • Good working knowledge of Microsoft Office (Excel, Word, Outlook).
  • High-quality written communication skills.
  • Good verbal communication skills; professional across all levels.
  • Ability to organise work, identify priorities, coordinate activities and…