Business Analyst (Sharepoint)

About the Role

We are seeking an experienced Business Analyst to support the migration of our intranet and document repositories to the Whole-of-Government (WOG) SharePoint Online platform.

In this role, you will work closely with business stakeholders, IT teams and external vendors to assess current-state SharePoint environments, gather requirements, develop migration recommendations, and support the successful delivery and adoption of SharePoint Online solutions. You will play a key role in ensuring the new platform meets business needs for collaboration, information management and knowledge sharing.

What You Will Be Doing

SharePoint Migration & Business Analysis

• Conduct assessments of existing SharePoint sites, document repositories, permissions, workflows and integrations.
• Gather and analyse business, functional and non-functional requirements through workshops and stakeholder interviews.
• Identify current pain points, business-critical processes and future-state requirements.
• Evaluate content and solutions for migration, redesign, consolidation, archival or retirement.
• Support the design of future-state information architecture, including site structures, metadata, permissions and document management requirements.
• Contribute to migration strategies, roadmaps and implementation plans.
• Support migration validation activities, including content reconciliation, testing and business acceptance.

Stakeholder & Vendor Management

• Work closely with business users, site owners, IT teams and external vendors throughout the project lifecycle.
• Translate business requirements into clear functional specifications and acceptance criteria.
• Review vendor proposals and solution recommendations to ensure alignment with business objectives.
• Coordinate testing activities, defect resolution and user acceptance testing (UAT).
• Track project risks, issues, dependencies and decisions, escalating where appropriate.

Governance & Compliance

• Support the development and implementation of SharePoint governance practices.
• Assess requests for new sites, enhancements and process improvements.
• Ensure solutions align with ICT policies, security requirements and governance standards.
• Maintain documentation, process flows, operating procedures and decision records.

Change Management & Adoption

• Support stakeholder engagement, communications and training activities.
• Facilitate alignment between business and technical teams on requirements and solution design.
• Assist with change readiness and adoption activities for end users and site owners.
• Conduct post-implementation reviews and identify opportunities for continuous improvement.

What We Are Looking For

Essential Requirements

• Experience as a Business Analyst, Functional Analyst or similar role supporting Microsoft 365 or SharePoint initiatives.
• Experience participating in SharePoint Online migration or document management projects.
• Strong requirements gathering, process mapping and stakeholder engagement skills.
• Good understanding of SharePoint Online, including sites, document libraries, permissions, metadata and search capabilities.
• Experience preparing business requirements, functional specifications, user stories, acceptance criteria and test scenarios.
• Experience working with vendors and coordinating project delivery activities.
• Strong analytical, problem-solving and communication skills.

Preferred Qualifications

• Experience with intranet, collaboration, knowledge management or document management initiatives.
• Experience migrating content from SharePoint on-premises, shared drives or other repositories to SharePoint Online.
• Familiarity with Microsoft 365 tools, including Power Automate and Power Apps.
• Understanding of SharePoint governance, information architecture and content lifecycle management.
• Knowledge of public sector ICT governance, security and compliance requirements.
• Relevant Microsoft 365, SharePoint or Business Analysis certifications.