Digital Workplace Specialist (Microsoft 365, Power Platform & AI)

About the Role

Polymateria is looking for a motivated and technically confident Digital Workplace Specialist to help us maximise the value of Microsoft 365, Power Platform, Claude and other internal digital systems.

The role will help implement and embed agreed improvements following internal systems and ways-of-working review activity.

The immediate focus will be on Microsoft 365, the Power Platform, the company intranet, document management, AI tools, automation and practical digital workflow improvement. Over time, the role may also support other business systems such as CRM, project management tools, dashboards or workflow systems.

This is an IT-focused digital workplace role, but not a first-line IT support role. Day-to-day IT support will continue to be provided through Polymaterias external IT support provider.

The role will involve helping Polymateria maximise Microsoft 365 as a practical business platform, using Microsoft 365 and Power Platform to improve workflows, automate processes and support better collaboration, advising on the right approach and where AI could help.

A significant part of the role focuses on implementing, governing and embedding Claude and other AI tools across the business, including support for colleagues already using AI in advanced ways.

Key Responsibilities

You will:

• Help Polymateria maximise the value of Microsoft 365, Power Platform, AI and other digital tools to improve productivity, collaboration and information flow.
• Design, configure and support Microsoft 365-based solutions for workflows, approvals, forms, tracking, and reporting.
• Support the launch, use and ongoing development of the company intranet as a central place for policies, guidance, and key documents.
• Improve document management and Microsoft 365 governance, including folder structures, naming conventions, retention, permissions and reducing duplication.
• Support the implementation and responsible adoption of Claude and other AI tools, including guidance, prompt resources, training materials, practical use cases and adoption support.
• Support responsible, compliant digital working and help protect sensitive, confidential and IP-related information, including GDPR, access control, AI governance and appropriate permissions.
• Monitor adoption, compliance, recurring issues and productivity gains across Microsoft 365, AI and digital workplace tools, using simple metrics to identify improvements, risks and further support needs.
• Coordinate with external IT or software providers where needed.

About You

The ideal candidate will be technically confident, highly organised and motivated by helping people use technology better, with strong practical capability in Microsoft 365, Power Platform, SharePoint, Teams and AI tools not just general user experience.

You should also be an advanced practical AI user, understanding how tools such as Claude, Microsoft Copilot, ChatGPT or similar can support knowledge work, coding support, automation, and agentic workflows.

This role will suit someone who is proactive, hands-on and comfortable working in a fast-moving scale-up environment with colleagues across different countries and time zones. You should be comfortable supporting both general business users and technically advanced colleagues, including scientists and researchers using AI in sophisticated ways.

Professional working proficiency in English is essential.

What We Are Looking For

Essential skills and experience

• Strong practical working knowledge of Microsoft 365, particularly Teams, SharePoint, OneDrive and Outlook.
• Experience configuring, governing or improving Microsoft 365 environments beyond general end-user use.
• Experience using Microsoft 365 and the Power Platform to improve workflows, automate processes, and support better collaboration.
• Experience with SharePoint sites, document libraries, permissions, metadata, document management or intranet content.
• Advanced practical working knowledge of Claude, Microsoft Copilot, ChatGPT or similar AI tools, including use cases such as document analysis, workflow improvement, automation and advanced prompting.
• Ability to support AI adoption responsibly, including guidance on confidentiality, data protection, information security, IP protection, and appropriate use.
• Ability to create clear guidance, process documents, and training materials.
• Strong organisational …