IT, Systems & Automation Manager
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Department: IT, Systems & Automation
Reports To: India Operations & Office Manager / UK Directors
Location / Hours: Vadodara, Gujarat / UK-aligned hours

ROLE SUMMARY

Henley Retail Group is seeking a practical IT, Systems & Automation Manager to support and improve the technology used across its UK stores and India Head Office. The role combines Microsoft 365 administration, business-systems support, access management, reporting and workflow automation, AI-enabled process improvement and user training.

This is a hands-on systems-management role rather than a basic helpdesk position. The postholder must understand the business process before changing or automating it and must ensure solutions are secure, tested, documented and capable of being supported by others.

KEY RESPONSIBILITIES

- Provide first-line support for user, access, device, application, account and connectivity issues across Head Office and stores.
- Administer Microsoft 365 users, licences, Outlook, Teams, SharePoint, OneDrive, groups, permissions, security settings and joiner/mover/leaver processes.
- Build and maintain Monday.com boards, forms, dashboards, ticket workflows, reminders, integrations and automations.
- Support technical administration and user access for Cashbook, Taqtics, retail systems, delivery platforms and other business applications.
- Develop Excel, Power Query, Power BI and Power Automate solutions in partnership with the MIS & Reporting Analyst.
- Design AI-enabled and workflow automations that reduce manual work, improve accuracy and retain appropriate human review and controls.
- Use APIs, n8n, Supabase or comparable platforms where appropriate to integrate systems and create reusable business workflows.
- Investigate incidents, identify root causes and implement durable solutions rather than repeated temporary fixes.
- Perform regular access, licence, permission and security reviews and escalate cyber, data or continuity risks immediately.
- Coordinate software providers and external IT support and manage incidents, renewals, service issues and agreed developments.
- Test and document system changes, maintain change logs, recovery information, SOPs, user guides and training materials.
- Train employees on approved systems, AI tools, data handling and effective working methods and monitor adoption.
- Evaluate new technology using explicit requirements, cost, risk, security, integration and measurable business benefit.
- Maintain a systems roadmap and provide Directors with concise updates on incidents, risks, priorities, licences and automation outcomes.

KNOWLEDGE, SKILLS & EXPERIENCE

- Minimum 10 years of relevant IT, systems administration, business systems, automation or technical-support experience.




- Strong Microsoft 365 administration, permissions, security and troubleshooting capability is essential.
- Practical experience with Power Automate, Power BI, Power Query, advanced Excel, workflow tools and business-system integrations.
- Experience with APIs, n8n, Supabase, Entra ID, AI-enabled automation or comparable platforms is highly desirable.
- Excellent English, documentation and user-training skills, together with sound security, data-protection and change-control judgement.

MEASURES OF SUCCESS

- Prompt and lasting resolution of user and systems issues.
- Accurate licences, access and permissions with strong joiner/leaver controls.
- Stable, secure and well-documented business systems.
- Automations deliver measurable time savings, lower error rates or stronger control.
- Employees adopt approved systems and AI tools effectively.
- Technology decisions are commercially justified, supportable and aligned with HRG's growth.

CANDIDATE STANDARDS & ASSESSMENT

ROLE-SPECIFIC CANDIDATE PROFILE

For this role, the candidate must be logical, curious and security-conscious, investigate root causes, challenge inefficient working methods and understand a process fully before automating or changing it.

CORE WORKING STANDARDS

Henley Retail Group requires employees who think independently, take ownership of work and manage their own tasks, priorities, follow-ups and deadlines without repeated reminders.

Employees must investigate concerns using evidence, identify risks and missing information, challenge unclear or unsuitable instructions respectfully and return with practical recommendations rather than simply reporting problems. They must communicate early where a deadline, accuracy or completeness is at risk and remain responsible for progressing work that depends on colleagues, suppliers or third parties. Completing a task includes maintaining accurate records, capturing reusable learning and ensuring relevant procedures, supplier information and SOPs remain current, controlled and usable by others.

ARTIFICIAL INTELLIGENCE CAPABILITY - ESSENTIAL REQUIREMENT

Henley Retail Group has used artificial intelligence extensively across its operations for the past two years and now works at an advanced level. AI is embedded in how we research, analyse information, compare options, prepare professional communications, solve unfamiliar problems,



improve processes and increase productivity.

Candidates must already be confident and regular users of generative AI tools such as ChatGPT, Microsoft Copilot, Claude or comparable platforms. This is not a role for someone who has not yet adopted AI, uses it only occasionally for basic drafting or intends to learn how to use it after joining. From the outset, the successful candidate must be able to use AI independently and effectively to:

- Conduct research and structured comparisons, analysing information for gaps, inconsistencies, assumptions and risks.
- Draft and improve professional communications, reports and recommendations.
- Solve unfamiliar problems, develop practical options and apply independent professional judgement.
- Improve efficiency, reduce repetitive work and develop better processes, workflows and reusable methods.
- Provide clear context and instructions, refine prompts and improve initial outputs through iteration.
- Challenge, verify and correct AI-generated information rather than accepting it without checking, remaining accountable for the final work.
- Protect confidential, personal and commercially sensitive information and use only approved tools and methods.
Role-specific AI use is central to the role and includes document and data analysis, solution design, AI-assisted development, reusable workflows, user enablement and controlled integration with wider business systems.

Candidates must provide clear examples of how they already use AI in professional work and explain how it has improved speed, quality, accuracy, productivity or decision-making. Basic familiarity with AI, occasional use or a willingness to learn after joining will not meet the requirements of the role.

Advanced AI Requirement - IT, Systems, Reporting and Automation

Candidates applying for IT, systems, reporting, data or automation roles must demonstrate advanced practical experience using AI within real business workflows. This should include structured prompting, analysing documents and data, validating outputs, developing reusable workflows, identifying automation opportunities and integrating AI with wider business systems where appropriate. Basic familiarity with ChatGPT or occasional use for drafting will not be sufficient.

PRE-EMPLOYMENT ASSESSMENT

Shortlisted candidates will complete mandatory practical assessments covering critical thinking, independent problem-solving, task management, follow-through, SOP ownership, evidence-based investigation, constructive challenge, reliable delivery, professional communication, personal accountability and responsible AI use. A role-specific work sample may also be required. Appointment will be subject to meeting Henley Retail Group's required assessment standard.

📌 Senior AI, Systems & Automation Specialist UK Operations (Vadodara)
🏢 Henley Retail Group
📍 Vadodara