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About the Role
This role is key to understanding how files are currently managed across Penguin Random House UK, identifying improvement opportunities, and preparing teams for a successful migration to Microsoft 365 and Box as part of a company-wide File Management project.
Responsibilities
- Analyze file storage data to understand volumes, usage, age, duplication, and other patterns, translating findings into clear insights and recommendations.
- Lead discovery with teams across the business through workshops and interviews to understand current file structures, ownership, processes, and ways of working.
- Identify opportunities to simplify file management, reduce duplication, and improve how information is organized, accessed, and shared.
- Investigate business processes, specialist file types, applications, and other dependencies that may affect migration, working closely with Technology colleagues.
- Help teams define practical future ways of working, including file structures, permissions, ownership, naming conventions, and sharing arrangements.
- Translate discovery findings into clear recommendations for what should be retained, archived, deleted, or migrated, and assess the readiness and complexity of different business areas.
- Produce evidence-based analysis to support prioritization and phased rollout across the organization.
- Collaborate across Transformation, Strategic Projects, and Technology to support implementation and help embed new ways of working.
Requirements
- Significant experience as a Business Analyst or in a comparable analytical or change role, including leading analysis on complex initiatives.
- Strong data analysis and structured problem-solving skills, with the ability to work with large or complex datasets, identify patterns, and turn findings into clear recommendations.
- Experience leading business process discovery and analysis across multiple teams or stakeholder groups.
- Strong experience planning and facilitating workshops and stakeholder interviews, including bringing together different perspectives.
- Experience mapping and documenting current and future processes or ways of working.
- Ability to combine quantitative data with qualitative insight to build an evidence-based understanding of business needs and opportunities.
- Experience working on technology-enabled change and collaborating effectively with Technology and delivery teams.
- Confidence working with ambiguity, challenging existing practices constructively, and helping stakeholders reach practical decisions.
- Strong written and verbal communication skills, with the ability to make complex information clear to different audiences.
Skills
- File management
- Information management
- Data migration
- Microsoft 365
- SharePoint
- Teams
- OneDrive
- Box
- Continuous Improvement principles
- Lean
- Six Sigma
Location
- London
Work Type
- Hybrid
- 6-month fixed-term contract
Experience Level
- Senior
Salary/Compensations
- c.£67,000 (pro rata to the duration of the contract)
About the Company
- Penguin Random House UK is undertaking a company-wide File Management project to simplify how colleagues store, organise, find and share files and information.
- The project will support our move away from existing shared drives to Microsoft 365 and Box, whilst helping teams to establish clearer and more consistent ways of working.
- We believe in the power of authenticity and human creativity.
- We celebrate creativity and diverse perspectives.
- As a Disability Confident Committed organisation, we offer interviews to candidates with a disability who meet the essential criteria for the role.
Equal Opportunity
- As a Disability Confident Committed organisation, we offer interviews to candidates with a disability who meet the essential criteria for the role, and opt-in on their application form.