Service:
Crafts Council IT Services Provider
We are open to receiving expressions of interest from IT specialist companies with a proven track record of working with small-medium sized charities working in office spaces, venues and offsite locations.
Timescales:
Commencing ASAP from July / August 2024 onwards, with an annual agreement, reviewed bi-annually (every six months).
Service Fee:
Please provide indicative costs in your response, including costs to deliver an IT help desk service.
Place of Work:
Remote with attendance at Crafts Council Office and Gallery (Islington, London), as needed.
Reporting to:
Crafts Council Senior HR Manager.
About this IT Service Commission
Crafts Council is reviewing our current IT provision. We are looking for an excellent value and high-quality day-to-day IT support helpdesk service who can also provide project management and expertise in Cloud Operations and Server upgrades, infrastructure and data recovery. We also require support for new starter set-up. We invite costed proposals from interested IT Service Providers.
- We are a registered charity and manage two interconnected, rented sites; our Stables Offices (three floors) and our gallery (four floors, including basement), currently open for internal activity, hire events and short-term exhibitions.
- We intend to move from our offices in the Stables to the main gallery building ahead of June 2025 and will be preparing an office space for staff.
- We will be relocating our IT room in this move and will need support with IT infrastructure.
- We are currently reviewing and modernising our ways of working including our IT processes and software and management tools. We are looking to migrate all users to Microsoft Teams and Sharepoint, and Monday.com or a similar PMO. We will require support with this.
- We have a staff team of approximately 30 employees and are supported by freelance associates and suppliers.
- There are three on-site servers, plus virtual servers, a building management system, a communications room and IT room in stables where IT equipment and servers are held. We require support modernising our servers.
- Our broadband is fibre – 100/100 MBPS.
- We have recently implemented a software-based phone system (3CX).
- We run a Windows based system using Office 365, with 3-4 Mac users. We also use Microsoft Azure.
- We are exploring additional implementation of enhanced IT security measures, following recommendations made from our last audit.
- We have an off-site data back-up system.
- Our team uses a hybrid working system of remote and office working, utilising a VPN for access to our shared Drives.
- We require support in procuring quotes for equipment, implementation and training for staff.
- This activity forms part of our Transforming Crafts Council project. HR, Facilities and Operations representatives meet weekly to consider the introduction of best fit technological advancements which will help to promote efficiency and productivity across our various projects.
- In addition, we are reviewing, streamlining and developing our ways of collating, monitoring and managing data.
- Our IT provider will play significant role in advising our approach, and in some instances leading on implementation.
- Our IT provider will understand best practice in relation to IT / digital access and inclusion.
- Best fit, best value and better results is key to any developments.
About You
- As an established, high quality IT provider you will:
- Meet our requirements as outlined above.
- Be able to share your experience of working with other organisations (including charities and preferably arts organisations) to create a best fit, best value and better results approach to their IT provision.
- Have a demonstrable friendly, efficient and responsive approach to account management and customer service, being able to provide quotes / testimonials to that effect.
- Be responsive to the needs of our particular organisation and people, striving to provide the best solution in a timely and efficient manner.
- Have clear and transparent, best value costing model providing a rationale for any additional costs in advance of costs being incurred and with a transparent process for approval and progression of ‘projects’.
- Be skilled helping none IT specialists understand what is required, and why.
- Be passionate about and committed to future proofing our organisation, helping us to find solutions that not only fit today’s challenges but also move us towards the future for our organisation; promoting efficiency and productivity at every turn.
Please download the job description for more information.