Data Manager

STEMZ Healthcare; Gurugram District; On-site; INR 600,000 - 1,200,000; Full time

Job summary

STEMZ Healthcare is seeking a Data Officer / Knowledge Management Specialist for our Gurugram corporate office to manage the centralized KMS on SharePoint. You will organize, classify, tag, and maintain documents, SOPs, policies, and templates with version control and secure access.

You will configure metadata, taxonomies, and search structures, and set up Power Automate flows for submission, review, and escalations. Collaboration with SPOCs is essential.

Qualifications

• Graduate degree; 3-4 years knowledge management or related work.
• Hands-on SharePoint configuration and governance.
• Proficiency with Power Automate for workflows.
• Strong metadata, tagging, and taxonomy skills.
• Excellent documentation, audit trails, and confidentiality.

Responsibilities

• Administer centralized KMS on SharePoint as single source of truth.
• Design metadata framework and tagging standards for easy retrieval.
• Configure libraries, permissions, and retention settings.
• Develop Power Automate workflows for submission, approvals, and alerts.
• Coordinate with departmental SPOCs for document validation and updates.
• Ensure version control, change logs, and archival of obsolete content.
• Provide user training and ongoing support for governance processes.
• Generate reports on usage, gaps, and compliance metrics.

Skills

SharePoint configuration

Power Automate

Metadata & taxonomy

Document control

MS Office & 365

Governance & compliance

SOP creation

Training & user support

Education

Graduate degree in a relevant field

Tools

SharePoint

Power Automate

Microsoft 365

Job description

Key Attributes

• Title of Role: Data Officer / Knowledge Management Specialist
• Employment Type: Full-time
• Experience Required: 3-4 years
• Reporting To: KMS Project Lead
• Location: Corporate Office, Gurugram

Role Overview

We are looking for a structured, detail-oriented, and process-driven Data Officer / Knowledge Management Specialist to manage and maintain the centralized Knowledge Management System (KMS) using SharePoint as the enterprise knowledge repository. The role is responsible for ensuring that organizational documents, data records, SOPs, policies, templates, reports, and knowledge assets are properly organized, standardized, tagged, updated, version-controlled, and easily retrievable. The incumbent will coordinate with departmental SPOCs to collect, validate, classify, and periodically update documents across functions. The role will also configure SharePoint document libraries, permissions, metadata, taxonomy, views, and search structures, and set up Power Automate workflows for document submission, review, approval, notifications, reminders, and escalation. The position will support governance, data accuracy, confidentiality, user adoption, and continuous improvement of the KMS.

Key Responsibilities

1. Centralized KMS / SharePoint Repository Administration

   Manage and maintain the centralized KMS on SharePoint as the single source of truth for approved organizational documents and knowledge assets.

   Configure SharePoint sites, document libraries, folder structures, views, permissions, user groups, retention settings, versioning, and archival areas.

   Maintain repository hygiene by ensuring controlled upload, accurate classification, appropriate access, and timely archival of obsolete documents.

2. Document Organization, Tagging Standardization

   Create and enforce standard document naming conventions, document categories, templates, formats, and filing structures.

   Organize documents by department, function, process, document type, owner, review cycle, confidentiality level, approval status, and validity.

   Standardize documents received from departments before upload, including formatting, indexing, file naming, categorization, and classification.

3. Metadata Framework, Taxonomy Searchability

   Design and maintain metadata frameworks, taxonomy, managed tags, and SharePoint columns for easy retrieval, filtering, search, and reporting.

   Define mandatory metadata such as department, document owner, process, version, effective date, review date, expiry date, approval status, and access level.

   Continuously improve searchability by reviewing user queries, missing tags, duplicate records, outdated content, and retrieval gaps.

4. Data Accuracy, Consistency Version Control

   Drive data accuracy, consistency, completeness, and version control across departments.

   Maintain approved versions, change logs, revision history, obsolete document archives, and document status trackers.

   Identify duplicate, outdated, incomplete, unapproved, or conflicting documents and coordinate corrective action with the concerned owners.

5. Departmental SPOC Coordination Document Validation

   Coordinate with departmental SPOCs to collect, validate, update, and publish documents at defined intervals.

   Follow up with document owners for missing documents, review dates, approvals, corrections, and periodic confirmations.

   Maintain department-wise trackers for document submission, validation status, pending actions, review cycles, and escalation requirements.

6. Power Automate Workflows Process Automation

   Set up Power Automate workflows for document submission, review, approval, publishing, notifications, reminders, and escalations.

   Configure approval flows for new documents, revised documents, periodic reviews, expiry alerts, and owner confirmations.

   Monitor workflow performance, resolve basic automation issues, test changes, and maintain workflow documentation for governance and audit traceability.

7. SOPs, Governance Compliance Controls

   Establish SOPs and governance protocols for document creation, approval, upload, revision, review, archival, access control, retention, and deletion.

   Define document-control workflows, review cycles, roles, responsibilities, access protocols, confidentiality levels, and escalation matrices.

   Support internal audits, compliance reviews, management reviews, and process-improvement initiatives through controlled document availability.

8. Reporting, Usage Tracking Continuous Improvement

   Track KMS usage, document completeness, search performance, update status, aging, overdue reviews, gaps, and user adoption metrics.

   Generate periodic reports and dashboards for management review, including missing documents, obsolete documents, approval delays, and frequently accessed content.

   Identify improvement opportunities in repository structure, metadata, governance, workflow automation, training, and user experience.

9. Training, User Support Adoption

   Prepare user guides, FAQs, upload instructions, workflow instructions, and training material for departmental SPOCs and end users.

   Conduct orientation sessions and provide ongoing support for SharePoint usage, document submission, search, retrieval, and governance processes.

   Promote consistent usage of the KMS across departments and reduce dependency on scattered folders, informal storage, and uncontrolled document circulation.

Key Deliverables

1. Configured SharePoint KMS repository with structured document libraries, folders, views, and access rights
2. Department-wise document master index with owner, version, status, review date, and access level
3. Metadata framework, taxonomy, mandatory tagging guideline, and searchability structure
4. SharePoint configuration blueprint covering site structure, libraries, permissions, versioning, and archival logic
5. Power Automate workflows for document review, approvals, notifications, reminders, expiry alerts, and escalations
6. SOPs for document creation, validation, upload, approval, version control, periodic review, archival, access control, retention, and deletion
7. Departmental SPOC coordination tracker and document update calendar
8. Version control register, change log, approval trail, and obsolete document archive
9. Access control and confidentiality classification matrix
10. Monthly KMS usage, completeness, gap, workflow, and compliance report
11. Training material / user guide for SPOCs and end users

Expected Outcomes Purpose

• Centralized SharePoint KMS repository

  Single source of truth for approved organizational documents and knowledge assets

• Configured document libraries and permissions

  Controlled storage, access, ownership, and document visibility by role and department

• Metadata and taxonomy framework

  Consistent tagging, categorization, filtering, searchability, and reporting

• Standardized document structure

  Uniform naming, formatting, classification, and filing across departments

• Automated Power Automate workflows

  Structured document review, approval, reminders, notifications, expiry alerts, and escalations

• Version-control mechanism

  Current approved documents remain active; obsolete documents are archived with traceability

• Department SPOC coordination tracker

  Timely collection, validation, periodic review, and update of documents

• Governance SOPs

  Clear rules for upload, approval, revision, review, access, archival, retention, and deletion

• Usage and gap dashboard

  Visibility on adoption, missing documents, overdue reviews, approval delays, and retrieval gaps

• Training and adoption support

  SPOCs and users can submit, search, retrieve, and update documents correctly

• Continuous improvement log

  Recurring issues, user feedback, and corrective actions are tracked to closure

Essential Qualifications

Graduate degree in any discipline; preferred fields include Library Information Science, Information Management, Business Administration, Data Management, Computer Applications, Quality Management, or equivalent.

3-4 years of relevant experience in knowledge management, document control, records management, data administration, MIS, process documentation, QMS documentation, or compliance documentation.

Hands-on experience in SharePoint configuration, including document libraries, permissions, user groups, metadata columns, views, versioning, and repository administration.

Working knowledge of Power Automate for document review, approval flows, notifications, scheduled reminders, expiry alerts, and escalation workflows.

Strong understanding of metadata, taxonomy, tagging, document indexing, repository structuring, searchability, access controls, and version control.

Good working knowledge of MS Word, MS Excel, MS PowerPoint, PDF tools, Microsoft 365, and basic dashboard / reporting tools.

Experience in SOP creation, policy documentation, audit trails, document retention, approval workflows, and governance documentation.

Strong analytical ability, attention to detail, coordination skills, written communication, follow-up discipline, and ability to maintain confidentiality of sensitive records.

Preferred Competencies

Process orientation with the ability to convert scattered documents into a controlled, searchable, and governed knowledge base.

Ability to identify gaps, duplications, outdated content, weak ownership, approval delays, and inconsistent classification in departmental documentation.

Comfort with cross-functional coordination, escalation tracking, user training, and periodic management reporting.

Practical understanding of Microsoft 365 ecosystem, including SharePoint, OneDrive, Teams, and Power Automate.

Basic understanding of compliance, audit, ISO / QMS documentation, or healthcare / service-sector documentation will be an added advantage.