Portobello Institute, Systems Integration & Automation Specialist
Job Description:
At Portobello Institute, everything we do is focused on one outcome: helping people move forward in their careers.
We are looking for a Systems Integration & Automation Specialist to support the reliability, integration, automation, and continuous improvement of our core digital systems.
This role is central to how our systems support student experience, operational efficiency, data quality, and decision-making across the Institute.
You will work across platforms including Moodle, Classter, Microsoft 365 / Entra ID, HubSpot, Stripe, Xero, AWS, and other connected systems, helping to ensure our digital environment is reliable, secure, well-integrated, and fit for future growth.
This role suits someone who enjoys understanding how systems behave, how data moves, where processes break down, and how practical automation can improve the way people work.
About Portobello Institute
Portobello Institute is Ireland’s independent institute for career-focused higher education.
We support people who are ready to start, change, or progress in their careers through flexible learning, personalised support, and qualifications designed to lead to professional outcomes.
We are guided by values that shape how we work: we believe in the power of education to transform lives, we do the right thing, we recognise the uniqueness of every person, and we aim to be ambitious, agile, and innovative in all we do.
What You’ll Do
You will support, improve, and connect the Institute’s core digital systems, with a focus on reliability, automation, data integrity, and effective system use.
Your work will include:
- Administering and monitoring core platforms including Microsoft 365 / Entra ID and Moodle
- Supporting Moodle’s AWS-hosted environment, including EC2, S3, IAM, CloudWatch, performance, configuration, and cost control
- Managing identity, access, groups, permissions, and platform dependencies across Microsoft 365, Teams, SharePoint, and Entra ID
- Maintaining and improving integrations across systems including Classter, HubSpot, Stripe, Xero, Moodle, Microsoft 365, and other enterprise tools
- Diagnosing issues where systems, data, permissions, or processes break down across multiple platforms
- Troubleshooting APIs, data flows, sequencing issues, timing issues, and integration behaviour
- Designing and implementing automation routines using tools such as Power Automate, Azure Data Factory, scripting, APIs, or other appropriate approaches
- Supporting reporting, finance, admissions, academic operations, and marketing processes through reliable data and integration logic
- Identifying and resolving data inconsistencies across systems
- Supporting secure configurations, GDPR-aligned access control, auditability, and data handling
- Investigating incidents, identifying root cause, and helping prevent recurrence
- Maintaining clear SOPs and technical documentation
- Providing first and second-line support for system, configuration, access, and integration issues
- Working with colleagues across departments to reduce manual workarounds and improve system usage
Why This Role Matters
This role directly supports how Portobello Institute delivers a reliable, joined-up, and student-centred experience.
Our systems need to support students, staff, admissions, finance, academic operations, marketing, and leadership decision-making. When systems are well-connected and well-understood, people can work more effectively and students receive a better experience.
You will help ensure that our platforms, data flows, automations, and processes are reliable, secure, and aligned with how the Institute operates.
Your work will directly influence operational efficiency, data quality, digital capability, and the Institute’s ability to grow in a sustainable way.
Who We’re Looking For
You are a technically strong, structured problem-solver who enjoys working across interconnected systems.
You are comfortable with code, APIs, data, automation, and cloud-based platforms. You can investigate issues beyond surface symptoms and understand how systems interact with each other.
You’ll thrive in this role if you:
- Enjoy diagnosing complex system and data issues
- Can work across multiple platforms and understand how they connect
- Are comfortable using APIs, scripts, automation tools, and system logs
- Take a careful and accountable approach to system changes
- Communicate clearly with non-technical colleagues
- Understand the importance of secure access, good documentation, and data integrity
- Like building practical solutions that make work easier and more reliable
- Can balance technical detail with real operational needs
Skills & Experience
Essential:
- Strong technical foundation in computing, software engineering, information systems, or equivalent practical experience
- Practical experience with software development, scripting, services, or integrations using a language such as Python
- Experience with shell scripting and version control, such as Git
- Strong hands-on experience working with APIs, including REST and JSON
- Experience testing and interrogating endpoints, analysing behaviour, and building API-driven integrations or automation
- Experience designing and implementing automation solutions
- Good judgement in choosing between code-based solutions, configuration, workflow automation, and platform tools
- Strong ability to diagnose issues across multiple systems, including data inconsistencies, timing issues, sequencing issues, or integration behaviour
- Experience working with Microsoft 365 / Entra ID, especially identity, access control, permissions, and system integration
- Experience working with cloud environments such as AWS and/or Azure
- Understanding of data flow, dependencies, lifecycle states, source-of-truth models, and system interactions
- Experience working with container-based environments and an understanding of container orchestration concepts
- Strong attention to detail and clear documentation skills
Desirable:
- Experience building or supporting event-driven or distributed systems, such as webhooks, queues, or asynchronous processing
- Experience with data pipelines or data engineering concepts, such as ETL/ELT, transformation, or data consistency
- Experience using AI-assisted development, automation, or agent-based workflows
- Experience working in environments with multiple interconnected SaaS platforms
- Familiarity with CRM, student information systems, finance systems, or learning platforms
- Experience with Moodle, Classter, HubSpot, Stripe, Xero, Microsoft 365, AWS, or Azure
- Awareness of security and compliance frameworks, including GDPR and ISO 27001
What Success Looks Like
- Core systems are reliable, secure, and well-maintained
- Access, permissions, groups, and lifecycle processes are correctly managed
- Data flows between systems are better understood, documented, and improved
- Manual workarounds are reduced through practical automation
- Integration issues are diagnosed and resolved in a structured way
- System changes are managed carefully, with downstream impacts considered
- Staff receive clear support and guidance on correct system use
- Technical documentation and SOPs are maintained and useful
- Digital systems better support student experience, operational efficiency, and decision-making
What We Offer
- A collaborative and supportive team environment
- Opportunities to grow and develop your career
- Flexibility and autonomy in your role
- The opportunity to make a meaningful impact on student and staff experience
- A role with strong visibility across the Institute
- The opportunity to influence digital systems, automation, and operational improvement during a period of growth
The Role in One Line
Support and improve the systems, integrations, automation, and data flows that help Portobello Institute operate effectively and deliver a strong student experience.
Job Types: Full-time, Permanent
Pay: €50,000.00-€60,000.00 per year
Benefits:
Application question(s):
- Do you currently have the legal right to work in Ireland without the need for employer sponsorship now or in the future?
- Describe a time you worked directly with an API to diagnose or resolve an issue. What tools did you use and what did you learn from testing the API behaviour?
- A user is marked as ‘Registered’ in one system but cannot access services in another. How would you approach diagnosing the issue?
Work authorisation:
Work Location: Hybrid remote in Dublin, County Dublin