Microsoft Licensing Optimisation OfficerNHS

Job summary

The Microsoft Licence Optimisation Officer will support and deliver the effective management, governance, optimisation and reporting of Microsoft licensing across the Trust.

The postholder will be responsible for ensuring that Microsoft licences are correctly assigned, utilised and monitored to maximise value for money, ensure compliance, support digital transformation initiatives and reduce unnecessary expenditure.

A key element of this role is to migrate users from Microsoft Office 365 E3 licensing to E1 licensing utilising Microsoft Teams for shared folderfile access and migrating data from shared network drives and personal folders to secure Teams folders and OneDrive in a timely manner, working closely with Trust staff of all disciplines to complete the migration while providing technical solutions to ensure the migration and use of the E1 license is successful.

The role will provide specialist support and advice on Microsoft licensing models including Microsoft 365, Azure, Power Platform, Copilot and associated cloud services. The postholder will identify opportunities to reduce licensing costs, improve utilisation, support procurement decisions and ensure that the Trust receives maximum benefit from existing investments.

Main duties of the job

Microsoft Licence Management

• Maintain accurate records of all Microsoft licensing assets.
• Monitor Microsoft 365, Azure and Power Platform licence allocation and utilisation.
• Ensure licences are assigned in accordance with Trust policies and business requirements.
• Monitor inactive, under-utilised or duplicated licences and apply corrective action.
• Ensure licence reclamation processes for leavers, movers and role changes.

Licence Optimisation

• Analyse consumption and utilisation data to identify optimisation opportunities.
• Produce regular licence utilisation and optimisation reports.
• Identify opportunities to downgrade, realign or reassign licences to reduce expenditure.
• Support the Trust in maximising use of free licensing entitlements where appropriate.
• Generate cost-saving recommendations.
• Apply agreed license cost saving recommendations.

Job description

Microsoft License Migration from E3 to E1

• Identify and migrate suitable staff from E3 to E1 licensing.
• Create and configure new Teams channels as required to meet the departments operational requirements.
• Migrate departmental shared folders to secure Teams channel
• Ensure permissions are correctly set within Teams working closely with senior departmental stakeholders.
• Ensure legacy network drive folders are no longer in use and secured as required.
• Ensure all migrated staff are fully supported as part of the migration process providing training as required including documented guides.
• Support internal and external audits relating to software licensing.
• Maintain licence governance procedures and documentation.

Governance and Compliance

• Ensure compliance with Microsoft licensing requirements.
• Support internal and external audits relating to software licensing.
• Maintain licence governance procedures and documentation.
• Monitor changes in Microsoft licensing models and communicate impacts to stakeholders.
• Develop and maintain licensing standards and operational procedures.
• Ensure compliance with Information Governance, Cyber Security and procurement requirements.

Reporting and Business Intelligence

• Produce monthly licence utilisation reports and dashboards.
• Maintain reports relating to Microsoft 365, Azure, Copilot and Power Platform usage.
• Provide management information to ICT leadership teams.
• Identify trends and opportunities for service improvement.
• Support business case development for digital investments.

Service Improvement and Digital Strategy

• Support delivery of the Trust Digital Strategy.
• Assist with adoption of new Microsoft technologies.
• Provide specialist advice regarding Microsoft licensing implications of new projects.
• Assist in evaluating emerging Microsoft solutions.
• Support sustainability initiatives through optimisation of digital services and cloud resources.

General Responsibilities

• Ensure suitable staff are migrated from M365 Office E3 licenses to E1 licenses.
• Ensure effective customer service at all times.
• Provide in-person training as required.
• Maintain accurate documentation and records.
• Participate in audits and governance reviews.
• Travel to Trust sites.

Carry out any other duties commensurate with the grade of the post

The Trust requires a Microsoft license migration programme that enables existing Microsoft 365 E3 users to transition to the E1 licence model while maintaining service continuity and minimising operational disruption.

The postholder is expected to work autonomously under the direction of the ICT Operations Manager to provide specialist Microsoft licensing expertise and advice across the organisation.

The role is critical to ensuring that the Trust remains compliant with Microsoft licensing requirements whilst delivering value for money and supporting digital transformation.

The postholder will:

Support the optimisation of Microsoft licensing inventories across the Trust.

Monitor licence utilisation and identify opportunities for efficiencies and cost savings.

Produce detailed reports and recommendations for ICT management and senior stakeholders.

Support procurement, contract renewals and supplier engagement activities.

Maintain accurate licensing records and governance controls.

Contribute to the delivery of the Trust's Digital Strategy and sustainability objectives.

Support adoption of Microsoft technologies including Microsoft 365, Teams, Power Platform, Copilot and Azure services.

Work closely with ICT, Procurement, Finance and external suppliers.

Migrate staff using Microsoft 365 E3 licensing to E1 licensing

CreateManage Secure Departmental Teams Channels

Migrate departmental shared and personal data to Teams channels

Provide training to Trust staff as required on the use of Microsoft Office 365 with particular focus on Online versions and relevant security management.

About us

If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.

You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.

We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.

We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.

Full Job Descriptions can be found in the adverts supporting documents.

Over reliance on AI-generated content is discouraged and may diminish the applicant's chances of success.

For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.