Systems Coordinator (Part-Time, Maternity Cover) in Birmingham

Overview

This is a fixed-term maternity cover position until December 2027.

The role is up to 20 hours per week, with availability on Mondays and Fridays essential.

Remaining hours can be worked flexibly across other weekdays by mutual agreement.

The System Coordinator provides essential day-to-day operational support for ITG's finance systems, with a primary focus on Synergist.

This is a hands-on role: the majority of the workload is user-facing help-desk management, system administration, and data maintenance.

The remaining time contributes to wider FS&BI team projects including reporting support, process documentation, and AI governance administration.

This role is ideal for someone who is methodical, reliable, and comfortable working at pace across a varied queue of support requests while also contributing to structured team initiatives.

Key Responsibilities

• Synergist System Administration (circa 80%)
• Helpdesk management: own and coordinate the team2s help-desk queue for Synergist queries, triaging, resolving, and escalating tickets as appropriate.
• User support: provide first-line assistance to Synergist users across the business, responding to queries on access, data, and standard system functionality.
• Data integrity: conduct regular audits to identify and resolve data discrepancies; support cleansing and maintenance projects as required.
• Issue escalation: identify issues requiring strategic or technical input and escalate clearly with appropriate context.
• Documentation: build and maintain FAQs, process flows, and user guidance materials to reduce repeat queries and support self-service.
• Stakeholder liaison: work collaboratively with finance and operational stakeholders to resolve data inconsistencies and system-related queries.
• User administration: support onboarding and off-boarding of system users, including access management and basic training for new starters following system changes.
• Wider FS&BI Team Projects (circa 20%)
• Reporting support: assist with ad hoc system-based reporting, helping to pull and sense-check data for team and business use.
• Process documentation: contribute to capturing, documenting, and maintaining data flow and system process documentation as part of the team2s ongoing Project Blueprint work.
• AI governance administration: support administrative tasks connected to the team2s AI governance framework, including maintaining logs, registers, and supporting documentation.
• General project support: provide hands-on assistance across FS&BI team initiatives as prioritised by the Head of FS&BI.
• What Good Looks Like

The right person will respond to help-desk tickets promptly and with accuracy, keep the queue well-managed, and keep users informed.

Proactively spot data issues before they become problems and resolve them quietly in the background.

Produce documentation that is clear, current, and actually used.

Contribute to team projects reliably, meeting deadlines and flagging blockers early.

Build credibility with stakeholders through consistent, professional support.

Compliance & Policy

The role holder is expected to support the team in ensuring finance systems remain compliant with ITG’s internal policies, data governance standards, and applicable external regulations.

Any data discrepancies or compliance concerns should be escalated promptly to the Head of FS&BI.

Essential

• Strong organisational skills with the ability to manage a varied workload and prioritise effectively.
• High attention to detail and a methodical approach to problem-solving.
• Comfortable working collaboratively across teams and with non-technical stakeholders.
• Experience in an operations, data administration, systems support, or coordination role.
• Confident working with structured data and business systems.
• Clear communicator - written and verbal - with the ability to explain system processes simply.

Desirable

• Experience working with Synergist (agency management / project accounting platform).
• Familiarity with finance systems or ERP environments more broadly.
• Exposure to process documentation or knowledge base management.
• An interest in AI tools and how they are applied in a finance or operations context.

Benefits

Time off that works for you: 25 daysplus bank holidays, a paid Wellbeing Day, flexible bank holidays, and the option to buy or carry over up to 5 extra days.

Flexibility & lifestyle: Smart Working with up to 40% from home, and after 12 months, the option to work from abroad for up to 90 days a year.

Family & life milestones: Enhanced family friendly leave, 3 extra days for wedding/honeymoon, and an Employee Assistance Programme for support.

Financial perks: Pension scheme, Corporate Medical Cash Plan, electric car salary sacrifice scheme, and tax-efficient payroll giving to charitable causes.

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