Systems & Applications Administrator

JOB SUMMARY

The Systems & Applications Administrator is responsible for administering and optimizing the firm's Microsoft 365 environment and Deltek ERP suite. This includes managing SharePoint as the firm's primary document management system, developing apps and workflows using Power Platforms, and ensuring effective use of OneDrive for PC backups. The role will also lead the transition to a moder EDMS, support end-users, and produce clear documentation and training. Strong communication and collaboration skills are key to aligning IT systems with business needs.

KEY RESPONSIBILITIES

Microsoft 365 Administration:

• Manage and optimize Microsoft 365 tools (Outlook, SharePoint, PowerApps, Viva Engage, OneDrive, Teams), including intranet and workflow automation. Provide user support and training.

ERP (Deltek) Support:

• Administer the Deltek suite (Maconomy, VantagePoint, Talent Management), resolve user issues, and liaise with SilverSoft for escalations and enhancements.

Document Management & EDMS Transition:

• Maintain and support the current SharePoint-based DMS. Lead the planning and execution of the firm's migration to a modern EDMS, ensuring alignment with legal practice workflows.

Legal Technology Implementation & Research:

• Support the evaluation, piloting, and rollout of legal technology solutions that enhance productivity, matter management, knowledge sharing, time tracking, drafting, or client collaboration.

AI & Automation Readiness: 

• Conduct research and provide recommendations on AI-driven tools, automation platforms, and emerging technologies relevant to legal operations and practice efficiency.

User Support, Training & Documentation: 

• Deliver user-focused support and training. Develop and maintain SOPs, project plans, business requirement documents, and internal knowledge bases.

System Integration and Performance Monitoring: 

• Ensure seamless integration of business-critical systems. Regularly review and optimize configurations to improve performance and user experience.

IT Strategy Alignment: 

• Collaborate with IT colleagues to align applications and software solutions with broader IT and business strategies.
• Provide reports and insights to the Head of IT on software/service performance, challenges, and improvement opportunities.

Additional Duties as Required:

• Undertake other responsibilities as needed to support the dynamic requirements of the firm's IT environment.

EDUCATIONAL / PROFESSIONAL QUALIFICATION

• Bachelor's degree in Information Technology, Computer Science, or a related field.
• Microsoft 365 Certified (e.g., Power Platforms, SharePoint, Teams, or Security Administration)
• ITIL Foundation, COBIT, or project management certifications (e.g., PMP) are a plus.

SKILLS / KNOWLEDGE REQUIREMENTS

• Minimum 5 years in similar roles with deep Microsoft 365 experience.
• Demonstrated experience with SharePoint, Power Platforms, Outlook, and OneDrive administration
• Experience with EDMS systems (SharePoint and/or iManage/NetDocuments) and ERP platforms is preferred.
• Proficient in Microsoft 365 ecosystem, including Outlook, SharePoint Online, PowerApps, Power Automate, OneDrive, Teams, and Viva
• Solid grasp of Business Applications' support, configuration, and issue resolution.
• Familiarity with EDMS platforms, system migrations, and user adoption strategies.
• Understanding of Active Directory, GPO, Windows Server, virtualization (e.g., Hyper-V), and basic networking is advantageous.
• Skilled in data backup, disaster recovery, and storage management systems.
• Strong troubleshooting and technical support skills, particularly in Microsoft 365 context.
• Expertise in ERP system troubleshooting and support.
• Exceptional training and capacity-building capabilities.
• Effective communication and people skills, capable of working collaboratively across teams.
• Proven ability to manage and prioritise tasks in a dynamic environment.
• Strong documentation, training, and presentation skills.
• Proactive, user-focused approach to issue resolution and stakeholder communication.
• Ability to manage multiple priorities in a fast-paced legal/professional services environment.