Knowledge Systems Assistant

Knowledge Systems Assistant

Location: London

Joining Arup

Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world.

Watch this short clip to discover how Arup are shaping a better world and how you could be a part of it!

About Arup

Arup is a collective of designers, advisors and experts, working across every aspect of the built environment. Together, we help our clients and partners solve their most complex challenges – turning exciting ideas into tangible reality as we strive to find a better way and shape a better world for the communities within which we work.

As a wholly independent organisation, we are owned in trust for the benefit of our employees and their dependants: with no shareholders or external investors we determine our own business priorities and direction. 

Creativity, innovation and technical brilliance have underpinned our culture and our work since the firm first began, hosted by the Arup University.

About Arup University

Arup University sits at the heart of our firm and is dedicated to expanding our knowledge, strengthening our collective capabilities, and accelerating our progress towards a sustainable future. The University implements programmes which are relevant to the outcomes required of the company strategy, and which enable our global membership to be radical, rigorous and creative in their pursuit of new and sustainable solutions. Arup’s culture of knowledge sharing ensures we can fully access our collective skills, knowledge, and expertise to better help our clients and partners to tackle some of the world’s biggest challenges.

Arup University is responsible for our global Skills Networks - communities that foster technical excellence, innovation, drive quality research programmes, push our transformational initiatives, generate people of high skill and propel new directions for our business. We invest in these formal networks to enable people to share their enthusiasm and interest in a specific discipline, and to provide the space and time to work with each other in collaborating and inventing.

The Opportunity

You will be part of the Knowledge and Library Services Faculty within Arup University which shapes and promotes practices, tools and knowledge disclosing behaviours that enable the business to deliver excellence on every project. 

The successful candidate will be boosted by a combined and creative team and gain knowledge from working with colleagues in a corporate university and wider Arup. We are seeking a Knowledge systems assistant to provide front line assistance to our members in the effective use and day to day operations of key knowledge systems that promote Arup University’s member programmes. These will include (but not limited to):

• Communities - our SharePoint intranet sites for      our Global Skills Networks (communities of practice)
• Arup People – our unified people profile and expertise system that provides a directory of our people's skills and  expertise.
• Essentials – our SharePoint intranet sites for our global and regional business services e.g. Legal / HR / Finance

This is an interesting and often varied role that works closely with content creators / owners helping with their needs, as well as our IT help desk to resolve any user queries e.g. login issues, roles and permissions, investigating issues, and anything else a user may need help with. 

You should embrace teamwork, have a logical and inquisitive mind and enjoy helping people, be quick to learn and comfortable in dealing with a high volume of varied demands. The successful candidate will have worked with content management systems including SharePoint.

The Role:

This role involves providing dedicated assistance to system users, super users, and administrators through one-on-one training sessions, as well as developing user-friendly how-to videos and self-help guides tailored to meet user needs. A key duty includes proactively reviewing IT service desk tickets, efficiently resolving system-related issues such as user access and permissions, and escalating more complex cases to appropriate support levels. The role also emphasizes energetic engagement with members across internal social media platforms like Discussion Forums, Yammer Groups / Viva Engage, and Teams to foster a sense of community, encourage system adoption, and convey updates on functionality and developments.

In addition, the person is accountable for capturing and documenting new user requests and feedback to inform system improvements by the development team. They are expected to manage their own learning by setting objectives, tracking progress, and revealing insights with the broader team. Finally, this position requires a combined and passionate team approach, including adaptability to help with various tasks and participation in cross-functional initiatives such as those organized by Arup University.

Requirements and skills  

Applicants should demonstrate drive and motivation, a willingness to learn, be adaptable, work with those around you, and to use your diagnostic and problem-solving skills. As such we are looking for the following qualifications, skills, and attributes.

Is This Role Right For You?

We're interested in the following skills: 

• University educated or demonstrable relevant industry knowledge
• Knowledge of SharePoint information architecture, security, document libraries, and metadata an advantage
• Document management, intranets/portals, joint and internal social media tools. Sharepoint and Microsoft CoPilot knowledge is a plus.
• Knowledge of  Microsoft Power Apps or Microsoft Flow
• The aptitude to work in a proactive and integrated way 
• Excellent planning and organisational skills 
• Ability to speak clearly and effectively in writing and verbally 
• Ability to review and evaluate broad and complex information and convey insights in a clear and succinct way including for senior stakeholders

We’re looking for people who are curious, collaborative, and ready to evolve and grow with Arup University.  Our strength comes from how we respect, share, and connect our diverse experiences, perspectives, and ideas. At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. If you can share your knowledge and ideas and encourage others to do the same; whilst having a desire to deliver excellent services for our members – we’d like to hear from you.

Not ready to apply just yet, or have a few questions? Contact Ken Wilkins ken.wilkins@arup.com. Please note, to ensure we remain GDPR compliant do not send your CV directly to us via this email.

What we offer you

At Arup, we care about each member’s success, so we can grow together.

Guided by our values, we provide an attractive total reward package that recognises the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.

We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.

We also provide Private medical insurance, Life assurance, Accident insurance and Income protection cover. In addition, you’ll have access to flexible benefits to help you look after all aspects of your wellbeing and give you the freedom and flexibility to find the best solutions for you, your family, and your individual needs.

Different People, Shared Values

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference.

Discover more about life at Arup at   http://www.arup.com/careers/your-life-at-arup.

We are committed to making our recruitment process and workplaces accessible to all candidates. Please contact Ken Wilkins ken.wilkins@arup.com to let us know if you need any assistance or reasonable adjustments throughout your application or interview process, and/or to perform the essential functions of the role. We will do everything we can to support you.

Our Application Process

To understand what to expect next, please visit our   https://www.arup.com/careers/recruitment-process/

Stay safe online - Arup will never ask for payment or your bank details as part of our recruitment process.

Recruitment Agencies - We have a Preferred Supplier List of trusted partners to assist us when required and do not acknowledge any speculative CVs or unsolicited candidate introductions from agencies not on the list.

Closing date: 31st May 2025