Systems & Data Administrator

About the Role

• This role exists to keep Leap, our agency operating platform, accurate, current and
• trustworthy as AIP's governed knowledge spine. The immediate priority is clearing
• the existing backlog of data discrepancies across the platform: campaign IDs,
• ownership records, media plans, the publisher library, product codes, financial data
• and other structured fields that have fallen out of date. Beyond the backlog, teams
• will do more of their own day to day data entry, with this role setting the standards,
• auditing the output, automating what can be automated, and working with people to
• get information right rather than entering everything itself. Good digital media
• understanding is what makes the fixes correct rather than just tidy: this person needs
• to recognise what a record should look like for a given channel or setup, not just that
• a field is populated. The role works closely with the Operations Director and with
• media, finance and client partnership teams across every sector.

Key Responsibilities

• ➔ Work through the current backlog of data discrepancies across Leap,
• correcting records with the media knowledge to judge whether an entry is
• actually right, not just present.
• ➔ Once the backlog is under control, shift focus to auditing and maintaining data
• quality as teams take on more of their own ongoing data entry.
• ➔ Identify data entry tasks that are repetitive and low judgement, and automate
• them rather than handling them manually.
• ➔ For data only other teams can properly complete, work directly with those
• people to get accurate information into the platform.
• ➔ Own the accuracy of finance-related data entered into the platform, checking it
• against source information before it's confirmed.
• ➔ Keep reference data like the publisher library current as publishers, formats
• and codes change.
• ➔ Audit Leap regularly for gaps, duplicates or inconsistent records, and correct
• them at the source where possible.
• ➔ Build and maintain clear data entry conventions, informed by how campaigns
• are actually structured and tagged, so teams entering their own data can do it
• consistently.
• ➔ Chase down missing or incorrect information from the teams who hold it.
• ➔ Identify where upstream process, not just entry error, is causing recurring
• hygiene problems, and push for fixes there rather than repeatedly patching the
• same issue.
• ➔ Provide operational support beyond Leap where capacity allows.
• IPAR+E in this Role
• IPAR+E is the operating standards, the common language for how we work at AIP. It
• holds across every role and holds whatever changes around it, a shared standard that
• connects how we add value as an organisation all the way down to every role. Every
• role carries responsibility for applying it.
• ➔ Intelligence: Works directly with the structured data inside Leap, campaign
• IDs, ownership fields, media plans, the publisher library, financial entries, and
• draws on digital media experience to know what each record should actually
• represent for a real, live campaign, and who holds the true answer when it
• doesn't.
• ➔ Prediction: Spots where hygiene issues are likely to recur, and where a manual
• task is repetitive enough to be worth automating rather than repeating.
• ➔ Action: Clears the current backlog, automates the repeatable parts of the job,
• and turns identified gaps and errors into corrected records, updated
• conventions and clear guidance.
• ➔ Review: Regularly audits the state of the platform and reports on data quality,
• closing the loop with the teams responsible for the source information.
• ➔ Client Engagement: Treats internal teams as the client here. Accurate,
• well-maintained data means planners, finance and client partnership teams can
• trust what they pull from Leap without double-checking it.

AI Expectations

• AI is core to how this role works, not an add-on to it. With the volume and variety of
• structured data this role manages, using AI tools well is what makes the hygiene
• standard achievable at scale, and is central to automating the parts of the job that
• don't need human judgement.
• ➔ Use AI tools to work through the backlog faster, spotting anomalies, duplicates
• or inconsistent patterns across large sets of campaign, media plan and finance
• records.
• ➔ Build or configure automations for repetitive, low judgement data entry tasks,
• freeing time for the corrections that genuinely need media expertise.
• ➔ Use AI to draft and refine data entry conventions and guidance documents for
• teams taking on their own data entry.
• ➔ Use AI to summarise audit findings clearly for stakeholders, rather than
• presenting raw data.
• ➔ Use AI to help chase, follow up and coordinate with the right people for
• outstanding information, keeping tone and detail consistent.

About You

• ➔ Strong digital advertising and media experience, with real working knowledge
• of how campaigns are structured, tagged, booked and reported on across
• channels.
• ➔ Systems administrator experience or similar is highly sought after: comfort
• configuring, maintaining and automating within a platform, not just using one.
• ➔ Systems thinking: able to see how one incorrect record ripples into reporting,
• finance or client-facing outputs, and to know who actually owns the source
• truth for a given field.
• ➔ Excellent attention to detail, with the discipline to check rather than assume.
• ➔ Comfortable working with numbers and financial data, even without a formal
• finance background.
• ➔ Confident working with a wide range of stakeholders, from media planners to
• finance to senior leadership, able to work collaboratively to extract accurate
• information.
• ➔ Organised and self-directed, able to work through a substantial backlog
• methodically while also building the conventions and automations that prevent
• it recurring.

Success Looks Like

• ➔ The backlog of data discrepancies in Leap is cleared, with campaign IDs, the
• publisher library and other structured data accurate and current.
• ➔ Repetitive, low judgement data entry is automated rather than done by hand.
• ➔ Teams are entering their own data confidently and consistently, using
• conventions this role has built and maintained.
• ➔ Fixes hold because they're made with genuine media understanding, not just
• administratively applied.
• ➔ Data quality issues are caught quickly, and recurring ones are traced back to
• their source and resolved there.

Possiblist Behaviours

• These describe how we do the work, the attitude and approach we expect from
• everyone, whatever their job.
• ➔ Be bold and unapologetic. We never win by pretending to be something we're
• not.
• ➔ Be the one who makes it happen. And own it. We'll back you up.
• ➔ Have a point of view, and say it like you mean it. Remember YOU are the expert.
• So get your point across directly.
• ➔ Be always open. Closing yourself off is the opposite of Possiblism.
• ➔ Win by working together. Our superpower is each other.
• ➔ Grow in all directions. 1% better every day, in every way, for our clients, for the
• agency, for yourself.