Job info	Job info details
Job title	Systems Administrator
Strategic team/Directorate	Children's Services
Service	Business Intelligence
Business unit	Business Intelligence
Responsible to (day to day issues)	Service Manager Business Intelligence
Accountable to (line manager)	Service Manager Business Intelligence
Salary grade	H
JE ref	CSERV059

1. Key purpose of job

• Lead the technical design, development, and strategic administration of the Capita One and System C Systems, ensuring they are robust, secure, and responsive to evolving statutory and operational requirements across Torbay Children’s Services.
• Act as a lead technical consultant for Capita One and System C, working alongside the other System Administrator to provide expert-level support and guidance to senior managers, frontline practitioners, and partner agencies to optimise system use and data quality.
• Translate complex business processes into system configurations and workflows, ensuring that system design supports best practice, compliance, and performance monitoring.
• Develop and maintain advanced reporting solutions using SQL, Crystal Reports, and SSRS to support statutory returns, strategic planning, and operational decision-making. 

2. Anticipated outcomes of post

• System development and configuration decisions are informed by expert-level technical analysis, ensuring that system enhancements align with statutory requirements, organisational priorities, and long-term service improvement goals.
• The Capita One and System C Systems are maintained securely and developed to meet emerging national and local priorities for Torbay Children’s Services.
• Data is captured and securely stored in ways that facilitate effective statutory and business reporting including reports for the Department for Education and Ofsted on behalf of the Council.
• An effective, efficient and comprehensive systems administration service is provided for Capita One and System C Systems and supporting systems and a helpdesk service for end users.
• The configuration of the Capita One and System C Systems is controlled to best meet the needs of all users.
• The user experience and requirements of Children’s Services senior officers and frontline staff are effectively incorporated into the system design, tested and set up as needed.
• Ongoing system improvement and development recommendations are made, to minimise conflicting business requirements from different user groups and provide user defined forms design and development testing.
• Improved end user Capita One and System C Systems skills through direct development and support for training programmes and one-to-one work with individuals and teams.
• Effective quality assurance systems are in place for data quality, data cleansing and systems security.
• Users of Capita One and System C Systems feel that they get adequate support to enable them to use the system effectively.
• Capita One and System C Systems related problems and resolutions are identified, recorded and resolved effectively.
• Capita One and System C Systems includes a suite of reports to meet the needs of Heads of Service and managers within the Education department.

3. List key duties and accountabilities of the post

• As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
• Lead the end-to-end lifecycle of system development and enhancement projects, including requirements analysis, solution design, implementation and post-deployment review, providing technical leadership and mentoring to support System Support Officers.
• To ensure system security and integrity through agreed security access levels detailed in Capita One and System C configuration documents. The post holder will be responsible for the configuration, update, and management of these documents.
• Oversee the configuration of System C and Capita One, with responsibility for upgrade planning of Capita One and System C Systems, ensuring minimal disruption and full compliance with national data standards and local governance.
• Design, develop and use reporting tools to produce accurate information from data held within Capita One and System C databases and enable effective performance management.
• To set up and maintain all new system users with appropriate profiles, permissions, and password logon arrangements. Create and manage new user/leaver process documentation.
• Provide expert instruction to System Support Officers and other users on complex or escalated helpdesk issues, supporting the resolution of technical problems and contributing to the continuous improvement of support processes.
• To be fully conversant with and develop and maintain ‘expert’ skills in the use of Capita One and System C software and be fully competent with the Helpdesk support software in use.
• Identify common problems experienced by users and find, develop, record and promote preventable solutions and workarounds and use these to produce effective guidance documents for system users.
• Act as a strategic advisor on system development, interpreting national policy changes and translating them into system functionality and data capture requirements, and provide expert input to the Service Manager on system-wide planning and investment decisions.
• Collaborate with all levels of staff within Children’s Services, to lead on technical aspects of system development, including business process mapping and system testing tasks.
• Lead the Design and governance of User Defined Forms (UDFs), ensuring they align with business processes and data quality standards.
• Develop, maintain and follow the internal Capita One and System C change control process.
• Provide technical input and subject matter expertise to training programmes, supporting the development of training materials and delivering targeted sessions to enhance user capability.
• Develop and maintain data and system quality assurance reports and support management in identifying non-conformance to agreed system protocols.
• Timely and effective communication of system events to affected users, including Health and other agency partners.
• Represent Torbay Council at regional and national user groups, contributing technical insight to vendor discussions, peer collaboration, and the strategic evolution of Capita One and System C platforms.
• Attend user groups to ensure that the Education department has access to current information about Capita One and System C Systems developments and can influence future enhancements aligned with local priorities.
• Create new information resources and establish systems to collect and maintain data that will influence strategic decision making and operational case management.
• Provide authoritative advice on the development and maintenance of core information systems that underpin safeguarding, education, and early help services, with a demonstrable impact on service delivery and regulatory compliance.
• Develop and maintain a thorough knowledge of Children’s Services processes across Early Years, Education, Early Help and Social Care.

4. Budgetary/Financial Responsibilities of the post

• None. 

5. Supervision/Line Management Responsibilities of the post

• None. 

6. Working environment and conditions of the post

• Normal working conditions. 

7. Physical demands of the post

• Normal physical demands. 

8. Specific resources used by the post

• Normal resources. 

9. Key contacts and relationships

• External: 
  • Capita One and System C staff at all levels in connection with system issues. 
  • Colleagues within the Capita One and System C User Groups. 
  • Staff at all levels from partner agencies who access Capita One and System C Systems. 
• Internal: 
  • Staff at all levels within Torbay Children’s Services. 
  • Staff at all levels within Torbay ICT Services. 
  • Staff at all levels across Torbay Council. 

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job. 

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
• Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children’s Services are the Safeguarding Leads for the Council.
• The post is eligible for both hybrid and permanent home working.
• You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
• The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement. 
• The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
• The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
• The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
• If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	Systems Administrator
Strategic team/Directorate	Children's Services
Service	Business Intelligence
Business unit	Business Intelligence

Skills and effectiveness

Essential skills and effectiveness

• Expert ICT and database management skills, including expert use of Microsoft Office, SQL, and reporting tools (e.g., Crystal Reports, SSRS), sufficient to design, develop, and maintain complex system configurations and generate performance reports.
• Proven ability to analyse and resolve complex system issues, including data integrity, access control, and cross-system dependencies.
• Ability to work independently and collaboratively across multidisciplinary teams, including IT, social care, and education professionals.
• Excellent planning and organisational skills to manage concurrent development streams, testing cycles, and statutory deadlines.
• Ability to interpret and apply national policy and statutory guidance to system design and data capture requirements.
• Demonstrated ability to lead on complex, high-stakes data responses—often at short notice—to meet external requirements such as inspections, where accuracy and timeliness are critical to safeguarding the Council’s reputation. 
• Demonstrated customer focus and resilience when supporting users under time constraints, including during critical system failures or upgrades.
• Influencing and advising staff at a senior level to manage conflicting priorities across multiple service areas.
• Effective communication skills to include the ability to convey information accurately and clearly when explaining system details and complex detailed procedures.
• This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English.

Desirable skills and effectiveness

• Experience designing and delivering staff training on complex systems.
• Strong understanding of data protection, information governance, and safeguarding principles in the context of children’s services systems.

Knowledge

Essential knowledge

• Detailed understanding of system security models and access control frameworks within multi-agency environments.
• Considerable and detailed knowledge of System C and Capita One configuration tools and data schemas.
• Expert user and development knowledge of Management Information Systems. 

Desirable knowledge

• An understanding of Local Authority Children’s Services business processes. 

Experience and achievements

Essential experience and achievements

• Significant Computer systems administration experience sufficient to effectively maintain, develop and utilise a variety of systems.
• Substantial experience in dealing with competing priorities in a time sensitive environment.
• Able to demonstrate experience of working in an end-user environment.
• Significant experience of problem resolution with external software suppliers to resolve high-impact system issues.
• Helpdesk operations experience.
• Considerable experience leading or contributing to system development task groups, including business process mapping and change control governance.
• A demonstrable history of supporting or leading major system upgrades, including testing, user communication, and post-implementation review.

Desirable experience and achievements

• Staff training experience. 

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to degree level in a related field or equivalent significant demonstrable experience of System Administration within a Local Authority. 

Desirable qualifications/professional memberships

• Staff Management qualifications.
• ICT training courses with certification for report writing. 

Other requirements

Other requirements of the job role

• Demonstrates a commitment to safeguard and promote the welfare of children and young people. 
• Ability to travel efficiently around the Bay/Southwest/UK in order to carry out duties. 
• Ability to accommodate occasional/permanent home-working.