Reports toHead of Strategy and Architecture
LocationWellington
DateApril 2024

Role overview

The Knowledge Administrator will capture, maintain, organise and monitor our knowledge and information bases, to ensure they are accessible and support EPL to use knowledge to solve problems and make decisions.

This role will perform business knowledge management support tasks, including administration of ARIS, SharePoint and other corporate knowledge bases. It will help codify and maintain the architectural knowledge of EPL’s software systems, so that this can be easily accessed by different stakeholders.

The Knowledge Administrator will support the leaders, in particular Head of Strategy & Architecture and the Head of Infrastructure Services, with administrative tasks relating to information governance/stewardship and decision-support.

Key responsibilities and accountabilities

Enterprise knowledge management

  • Manage and maintain EPL’s corporate knowledge bases, ensuring they are accurate, up-to-date, and easily accessible to all users.
  • Assist in the creation of knowledge bases by working with subject matter experts to identify and capture relevant knowledge and information, and ensure that it is organised and structured effectively.
  • Develop and implement knowledge management policies and procedures, and train users on how to effectively use the knowledge base.
  • Monitor and analyse usage data to identify opportunities for improving knowledge bases and user experience.
  • Collaborate with other IT teams to integrate knowledge bases with other systems and applications.
  • Provide support to users who are searching for information or have questions about knowledge bases.
  • Ensure that knowledge bases are compliant with organisational policies and procedures, as well as any applicable regulatory requirements.
  • Stay up-to-date with emerging trends and technologies in knowledge management and recommend improvements to knowledge bases.

Architectural record management

  • Promote effective use of EPL’s information resource, by managing architectural knowledge and artifacts to support their re-use.
  • Support the business to record design decisions and store information in an accessible manner.
  • Record information about EPL’s technology systems, business needs, requirements, rules and processes using agreed conventions and templates.

ARIS administration

  • Assist in maintaining the ARIS database management, including establishment of project databases, consolidation activities and back up management.
  • Manage user requests including licence management activities, such as timely and appropriate licence allocation and requests for additional licences.
  • Manage user access and group management to ensure correct access to database folders.
  • Maintain quality and integrity of models though quality and semantic checks.
  • Ensure models are approved and meet quality standards before release.
  • Ensure the taxonomy is appropriate and the models are published into the correct part of the taxonomy.
  • Generate reports and dashboards to report on agreed KPIs (periodic and ad hoc).
  • Monitor Release Cycle Management for moving models from Work In Progress database to published database.
  • Raise and manage service requests with the vendors such as SoftwareAG.
  • Maintain platform including upgrade.
  • Continuous improvement of the ARIS platform and seek new ways to deliver value and enhance EPLs investment.

Leadership expectations

The following leadership expectations apply to this role.  

Lead self                                         

  • Demonstrate the EPL values – treat everyone with respect; work as a team; make things easier; improve though understanding; learn through doing.
  • Maintain positive relationships.
  • Hold yourself accountable.
  • Be agile and adaptive.
  • Show courage.

Lead EPL

Risk management

  • Identify, assess, mitigate and record risks arising from internal process, people, systems or external events that could potentially disrupt business operations and/or breach legislative requirements.
  • Escalate risks that cannot be sufficiently mitigated within your span of control.

Customer orientation, continuous improvement and quality assurance

  • Consider the customer perspective, needs and satisfaction in all aspects of business strategy and operations.
  • Approach operations with a continuous improvement mindset, working to enhance products, processes and services incrementally over time.
  • Assure performance and quality objectives are being met through regular assessments and reviews. Take appropriate action where performance is below standard.

Required experience, skills and knowledge

To be successful in this position you will need:

  • experience managing and maintaining a knowledge base, preferably using a knowledge management system such as Confluence, SharePoint or ARIS
  • ability to work with subject matter experts to capture and organize knowledge and information effectively
  • excellent communication and interpersonal skills, with the ability to work effectively with users and stakeholders at all levels
  • strong analytical and problem-solving skills, with the ability to identify opportunities for improving the knowledge base and user experience
  • strong organisational skills and attention to detail
  • an understanding of knowledge management principles, methodologies & best practices.

Desired Skills:

  • Experience developing knowledge management policies and procedures.
  • Experience with information architecture and taxonomy design.
  • Familiarity with search engine optimization (SEO) and other techniques for improving searchability of the knowledge base.

If you have more questions about this role email myhr@edpay.nz and we will be able to get you talking to the right people.