SharePoint Specialist/Manager

National Museums; Greater London; Hybrid; GBP 60,000 - 75,000; Full time

Job summary

Tate is seeking a skilled SharePoint Online Administrator to oversee a modern SharePoint and AvePoint-based records system, ensuring stability, security, and scalable governance across the organisation.

You will work with Technology and Records Management to enhance information architecture, support user adoption, and lead post-migration activities while improving the end-user experience across Tate’s digital workplace.

Qualifications

• Strong practical experience of administering SharePoint Online and Microsoft 365 in a complex organisation.
• Ability to translate business needs into sustainable SharePoint solutions balancing user needs with governance, security and records lifecycle.
• Experience of supporting data, documents or shared drives migrations and post-migration activities.

Responsibilities

• Adopt primary responsibility for administering SharePoint Online environments at Tate, ensuring the system is stable, secure, and sustainable, and maintaining technical documentation.
• Administer user access and permissions, ensuring compliance with policies and best practice.
• Provide second-line support and guidance to users across all Tate sites and promote consistent use of SharePoint.
• Oversee storage management, monitoring usage and implementing lifecycle controls in collaboration with Technology and Records Management.
• Lead post-migration activities and contribute to governance documentation, standards and policies.
• Collaborate with Technology teams, Records Management, suppliers and consultants to improve Tate’s SharePoint environment and wider M365 suite.

Skills

SharePoint Online administration

Microsoft 365 governance

User support

Documentation

AvePoint Opus knowledge

Tools

AvePoint Opus

Microsoft 365

Job description

About the role:

The role works closely with the business, Technology and Records Management colleagues to ensure compliant, efficient, and sustainable workspace and information management practices, including system administration, storage management, site provisioning, records lifecycle control, and migration activities into T-REC (the new Tate Electronic Document and Records Management System). The postholder will play a key role in embedding governance, supporting users, delivering efficiencies and continuously improving the SharePoint and wider M365 system in conjunction with our third party software provider, Avepoint.

This is a very exciting time to join Tate. We have recently completed the organisational rollout of SharePoint Online with AvePoint Opus records lifecycle.

About your team:

The Technology Team work to ensure that systems and solutions that are in use at Tate are available and maintained for use across all Tate locations.

What you will gain:

• A unique cultural context: The opportunity to shape and manage a modern SharePoint Online deployment within one of the world’s leading galleries, supporting teams that bring creativity, research and public engagement to life.
• Professional growth: Exposure to a complex, enterprise-scale Microsoft 365 environment, with opportunities to deepen your expertise in SharePoint Online, governance, information architecture and digital workplace strategy, and of AvePoint software.
• Cross-functional collaboration: The chance to work closely with curatorial, operational, digital and corporate teams, gaining insight into diverse business needs and translating them into practical, user-focused solutions.
• Innovation and influence: A platform to introduce best practices, drive continuous improvement and help shape Tate’s evolving digital records management agenda.

What you will do (Main Duties and Responsibilities)

• Adopt primary responsibility for administering SharePoint Online environments at Tate, in particular the new Tate Records system based on SharePoint and AvePoint software to ensure the system is stable, secure, and sustainable, and maintaining technical documentation.
• Administer user access and permissions in collaboration with Technology teams, maintaining compliance with organisational policies and best practice, and supporting with process improvement where appropriate.
• Provide second-line support and guidance to users across all Tate sites, promoting effective and consistent use of SharePoint and contributing to business champion/superuser meetings as required.
• Oversee storage management, monitoring usage and implementing optimisation and lifecycle controls in conjunction with Technology and Records Management.
• Support the Records Manager with the maintenance and development of the Tate SharePoint information architecture, ensuring information is structured, discoverable, and aligned to Tate’s record keeping requirements.
• Manage the provisioning of new SharePoint sites and libraries within a modern SharePoint architecture, ensuring capture of core metadata, retention, and security classification by design and developing provisioning processes in collaboration with relevant stakeholders.
• Become the Product Specialist for AvePoint Opus and Cloud Governance, supporting the Records Manager with the development of Tate’s information and records retention policies and provisioning and lifecycle services, and supporting with change management activities.
• Lead and support post-migration activities, including Phase 2 shared drive migrations and the consolidation and remediation of existing and/or legacy SharePoint environments into T-Rec.
• Embed and support governance practices, providing industry insights and feedback to Tate SharePoint governance forums and developing governance documentation, standards and policies.
• Collaborate with Technology teams, Records Management colleagues, managed service providers and external consultants to continuously improve and champion Tate’s SharePoint environment and wider M365 suite, leveraging software capabilities to streamline processes, ensure consistency, reduce manual interventions and improve the end user experience.
• Collaborate with the Records Manager to implement and update record management policies and procedures as needed.
• Champion principles of diversity and inclusion, and the ability to apply and promote these in everything you do at work.

What you will bring to the team

• Strong practical experience of administering SharePoint Online and Microsoft 365 in a complex organisation, including site management, permissions, configuration, governance and user support.
• Good understanding of information management, records management or data governance principles, with the ability to apply them to digital workspaces in a pragmatic and user-focused way.
• Experience of supporting on delivering data, document or shared drive migrations, including planning, remediation, stakeholder engagement and post-migration support.
• Ability to translate business requirements into clear, sustainable SharePoint solutions, balancing user needs with security, compliance, records lifecycle and long-term maintainability.
• Confident communicator with excellent written and verbal skills, able to provide guidance, documentation and training to colleagues with varying levels of technical knowledge.
• Experience of working collaboratively with Technology teams, records or information management colleagues, suppliers and stakeholders to improve services and resolve issues.
• A structured and analytical approach to problem solving.

National Museum Directors' Council, National Museums Liverpool, World Museum, WilliamBrown Street, Liverpool, L3 8EN