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Overview

Gordon Hoffman Solicitors is managing the recruitment process for this position on behalf of Reclaim My Finance.

Reclaim My Finance is looking for an experienced Senior Systems Administrator to take ownership of our internal IT environment, business applications, integrations and technical improvement projects.

This is a hands-on position that combines traditional systems administration with business application integration, automation, troubleshooting and supplier coordination.

Our main CRM systems are already built and operational. We are not looking for someone to replace or rebuild them. The successful candidate will learn how our systems and business processes currently work, identify improvements, connect applications and help us automate more of our work.

The person must be comfortable working with employees across different departments, understanding their processes and explaining technical matters in clear, simple language.

The successful candidate’s first responsibility will be to review and understand our current systems and processes, including:

• Microsoft 365, email, user accounts, devices, access and permissions
• HubSpot CRM, which is supported by an external HubSpot partner
• Our second CRM and case-management system
• Telephone and call-management systems
• WhatsApp and other business communication tools
• Online forms, reports and document-management processes
• How leads, clients, cases, documents and data move between systems
• Manual, repetitive and duplicated work
• Existing integrations and automation
• Data quality, security, access and system ownership
• Opportunities to use automation and AI appropriately

The purpose of this review is to improve and connect the systems we already have - not to rebuild everything.

Following the review, the successful candidate will produce a practical improvement plan showing:

• What is currently working well
• Where technical, operational or security risks exist
• What should be improved first
• Which manual processes could be automated
• Which applications should be connected
• What can be completed internally
• What should remain with existing external partners
• Where specialist external support may be required
• Estimated timescales, priorities and costs

Ongoing responsibilities

After the initial review, the successful candidate will take responsibility for implementing and managing the agreed improvement plan.

Responsibilities will include:

• Managing Microsoft 365, email, user accounts, access and permissions
• Supporting computers, business software and internal users
• Maintaining appropriate security, backups and access controls
• Monitoring the performance and reliability of internal systems
• Connecting business applications using APIs, webhooks and automation tools
• Writing scripts or basic code where appropriate
• Diagnosing and resolving integration and data-flow problems
• Testing new integrations, workflows and system changes
• Improving how information moves between different systems
• Identifying opportunities to reduce repetitive manual work
• Creating and maintaining clear technical documentation
• Managing relationships with software providers and external IT partners
• Defining technical requirements for external suppliers
• Testing external work and confirming that it meets business requirements
• Advising management on systems, automation, security and future technical requirements
• Recognising when specialist development or security support is required and coordinating that work

Essential experience and skills

• At least five years’ experience in systems administration, systems engineering or internal IT
• Strong knowledge of Microsoft 365 administration
• Experience managing user accounts, permissions, security and access controls
• Experience supporting business applications and internal users
• Hands-on experience integrating different applications
• Practical understanding of APIs, webhooks and automation tools
• Scripting or basic coding experience
• Understanding of databases and how data moves between systems
• Experience testing, diagnosing and resolving technical problems
• Ability to understand business processes and translate them into technical improvements
• Experience working with external IT companies, developers or software providers
• Strong documentation and organisational skills

Communication and collaboration

The successful candidate must be able to:

• Communicate confidently with technical and non-technical employees
• Speak with different teams and understand how they work
• Explain technical issues in clear and simple language
• Collaborate effectively with external suppliers
• Set clear requirements and follow up on delivery
• Manage several priorities and take ownership of problems
• Provide practical recommendations to management
• Learn unfamiliar systems and applications
• Work independently while knowing when specialist support is required

Desirable experience

• HubSpot or another CRM platform
• Power Automate, Make, Zapier, n8n or similar automation tools
• PowerShell, Python, JavaScript or another scripting language
• SQL or other database technologies
• CRM, call-system or WhatsApp integrations
• Working in a regulated or data-sensitive business
• Process mapping, systems auditing or technical project management
• AI-enabled business tools and workflow automation

Important information

HubSpot implementation experience is helpful but not essential, as our HubSpot platform is already supported by an external specialist. However, the successful candidate must be able to understand how HubSpot connects with our wider systems, identify required improvements and coordinate technical work with the external partner.

This is a hybrid position. Applicants must be able to attend our office at Merchants Quay, Salford, Greater Manchester, regularly as required.

How to apply

Please submit your CV together with a short explanation of:

• A project where you connected two or more business applications.
• An example of a manual process you helped automate.
• A technical or integration problem you personally investigated and resolved.
• Your experience working with non-technical teams and external suppliers.

Pay: £48,000.00-£58,000.00 per year

Benefits:

• Free parking
• On-site parking
• Transport links

Work Location: Hybrid remote in Salford M50 3SG