Systems Optimisation & Integration Consultant

Job Type: 6-12 months (consultancy/freelance contract or PAYE)

Location: Remote/Hybrid (occasional York visits desirable)

About the Role:

Our client is growing, and they want to ensure that their systems and tools are optimised, integrated and fit for future growth supporting exceptional outcomes for our customers and a positive, values-led experience for our team. They are seeking a team member passionate about systems optimisation and integration to help them audit, clean up, improve reporting and create dashboards, embed safe and effective AI and automation, and enable the team to work confidently and consistently across key platforms. This is a hands-on delivery project not just review and advise.

They want a consultant who will (supported by our admin team):

• Review and advise on their current systems
• Clean up and streamline existing systems and data
• Connect key systems and improve data flow reducing duplication and enabling consistent, accurate information across the organisation
• Implement improvements and integrations
• Build dashboards and workflows
• Document processes and governance
• Train the team in the new systems
• Leave them with a more effective, connected and sustainable digital environment with clear handover and team ownership of improvements.

The current systems include Microsoft 365 (SharePoint, Teams, Outlook, Planner), Zoom, Mighty Networks, Arlo, Hubspot, SurveyMonkey, Mailchimp and Chat GPT/other AI tools.

Over this project, looking to achieve:

• A clear map of data governance and data flows showing where information sits, how it moves between systems, and how we ensure GDPR compliance
• A clean-up of current systems and data including SharePoint, HubSpot, Arlo, SurveyMonkey, facilitator contact data, and other key fields to ensure information is held once and is accurate and accessible
• Improved integration and connection across key systems with priority integrations implemented to reduce manual work and improve data consistency
• Dashboards and reporting tools implemented, enabling the team to easily track key operational data, quality assurance metrics, customer outcomes, and internal workflows (including key reminders and calendar-driven actions throughout the year)
• A clear, safe and values-led AI strategy and guidelines, specifying what AI tools we use, when, why, and how, with appropriate training and safeguards
• Recommendations for future-proofing and scalability of systems ensuring we invest time and resource in tools that will grow with us
• Clear, accessible process documentation and user journeys enabling the team to confidently know which system to use when, and how information should flow between them
• Improved cyber security and permissions management, particularly across SharePoint and other key systems, ensuring appropriate access controls and data protection
• Practical policy and procedure recommendations including around data governance, quality assurance processes, IP and copyright management
• Training and support for our team so that staff leave the project confident and able to use systems effectively.

Person Specification:

Personal qualities required for the role:

• A highly experienced systems and digital consultant, confident in reviewing and advising on digital infrastructure and strategy.
• Able to combine deep technical knowledge with practical, team-friendly solutions that work in real-world settings.
• Strong understanding of AI and automation, with a focus on safe, ethical use in organisational contexts.
• Well-versed in data governance and GDPR, applying best practice to protect data and ensure compliance.
• Skilled in connecting, integrating and optimising multiple systems to streamline operations and improve efficiency.
• Capable of producing clear, user-friendly process documentation and delivering accessible training to support team adoption.
• Brings a collaborative and values-led mindset, with the ability to work effectively alongside a small, dynamic team.
• Passionate about using digital tools to create better experiences and outcomes for both customers and staff.