Senior Systems and AI Enablement Manager

The role is responsible for the design, integrity, and technical operation of EiB’s core information

and systems environment. This includes ownership of system architecture, data structures,

integrations, and change control across Office 365 and HubSpot, alongside the continued

responsibility for information coordination, documentation standards, and information

governance.

The postholder ensures that EiB’s systems are technically coherent, sustainable, and fit for

purpose, and that information is structured and accessible to support governance, delivery, and

decision-making.

Role outcomes

*EiB has a stable, controlled and scalable systems environment across Microsoft 365,

SharePoint, Teams, OneDrive and HubSpot.

*EiB’s information architecture is AI-ready, with trusted, well-structured and appropriately

permissioned information.

*AI use cases are prioritised, governed and deployed safely, based on business value,

feasibility, data readiness and risk.

*HubSpot becomes a reliable operational and reporting tool, with consistent data, clear

ownership and trusted reporting.

*There is clear separation between system ownership, QA/compliance, training delivery and

AI governance.

*System changes are documented, tested, communicated and controlled before

implementation.

*Staff can use EiB Edge and approved AI tools confidently and safely, with clear guidance, *Optional salary sacrifice scheme for lease cars; purchasing additional annual leave;

bike purchases etc.,

*Wide range of training and continuous personal development opportunities.

Relationship to QA and compliance

This role operates in partnership with the QA and Compliance role. This role owns system

configuration, architecture, integrations, and admin-level decisions, while the QA and

Compliance role owns standards for correct use, compliance checks, and assurance. Where

quality or compliance issues are identified that stem from system design or configuration, they

are escalated to this role for technical resolution.

Reporting line

Reports to CEO.

Key responsibilities

1. System architecture and technical ownership

*Own the technical architecture and interface of EiB’s core systems, including:

• Office 365 (tenant configuration and administration)
• HubSpot (CRM and operational pipelines)

*Maintain a clear understanding of system boundaries, dependencies, and integrations

*Design, maintain, and document data models, properties, and structural conventions

*Act as the technical authority on what can and cannot be changed within each system

*Ensure system configuration supports agreed governance and operating models

*Identify opportunities to automate processes.

1. Office 365 administration

*Act as the primary technical owner for the Office 365 Admin Centre.

*Manage:

• User, group, and licence configuration
• Permissions and access control
• Core services including SharePoint, Teams, Exchange, and OneDrive
• Monitor audit logs, usage reports, and system health
• Assess technical risk associated with configuration or access changes
• Escalate security or compliance risks appropriately.

*Stay abreast of Microsoft and Office 365 updates and offer recommendations to the ELT.

1. Information management and coordination

*Maintain standards for information structure, naming, and version control

*Support consistent document management across SharePoint and Teams

*Coordinate information flows between systems to avoid duplication or loss of integrity

*Act as a point of reference for information-related queries and improvements.

1. Change control and risk management

*Lead technical assessment of proposed system changes

*Document architectural decisions, risks, and mitigations

*Ensure changes are tested, documented, and communicated before release

*Protect system stability by preventing unapproved or high-risk changes

*Liaise with our IT support to review data compliance and information security.

1. Collaboration and support

Work closely with:

• QA and compliance owner on governance alignment
• Operations, finance, and delivery teams to support system-enabled processes
• AI Manager as a technical function to support implementation
• Marketing Manager and BD

*Provide clear technical input into governance, audit, and operational discussions

*Support system user understanding through clear documentation and guidance, without

owning training delivery

*Support development and maintenance of dashboards, reports, and structured outputs from

across our suite of systems

*Support adoption and usage of client systems when required.

1. AI development and deployment

*Support the development, deployment, and controlled use of AI tools across EiB, ensuring

they are aligned to business objectives, governance requirements, and operating models.

*Work with AI Manager to define appropriate AI use cases, prioritise opportunities, and

assess potential risks before deployment.

*Ensure EiB’s information architecture, permissions, data structures, and document

management practices are sufficiently robust to support safe and effective AI adoption.

*Maintain clear controls around AI-enabled workflows, including access, configuration, data

exposure, auditability, and change control.

*Support the implementation and refinement of Microsoft 365 Copilot, Copilot Studio,

agents, or other approved AI tools where they depend on EiB’s systems, data, or information

environment.

*Document AI-related system decisions, dependencies, risks, mitigations, and configuration

changes to maintain transparency and accountability.

*Provide technical input into AI guidance, user adoption materials, and governance

processes.

*Monitor AI deployment impacts, user feedback, system performance, and data integrity

issues, escalating risks and recommending improvements where required.

*Line management of selected AI Engine (currently CoPilot) Manager

*Support the delivery of training for all staff on the effective deployment and use of EiB Edge.

*Strong understanding of information management principles

*Demonstrable experience administering and structuring Office 365 environments

*Experience configuring and managing CRM or enterprise systems

*Ability to assess technical risk and system dependencies

*Clear, structured approach to documentation and decision logging

*Confidence operating as a technical authority within a multi-disciplinary team

*Extensive knowledge of AI and automation processes.

Success measures

*System changes are controlled, documented, and low-risk

*Data integrity and system reliability improve over time

*Reduced reliance on informal system fixes or workarounds

*Clear separation between technical ownership and QA/compliance enforcement.

In return we offer a competitive remuneration package:

*With a salary of up to £65,000 based on values, skills, and experience

*Participation in the Group’s annual performance bonus scheme based on company and

personal performance

*Group retirement savings scheme (5% contribution from yourself, and 4% contribution

by EiB Group Ltd)

*Enrolment in our Life Assurance scheme, providing a payment of x3 salary in the event

of death in service, at no cost and with no medical underwriting required

*25 days holiday per annum plus statutory holidays, rising to 30 Days based on length

of service