UK

United Kingdom · Knowledge management · Mid-Level (2-5 years)

Digital Workplace Coordinator

Here is the whole job, in plain words. What it is, what you decide, how you're judged, how people get here and where they go next. Then the part no course gives you: twelve AI tutors who learn your work.

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As a Digital Workplace Coordinator, a good place to start on Prompt Engineering for KM is Using and Checking AI Tools in Daily Work, a free Future Fluency module at Level 3. You'd practise using everyday AI tools on real tasks from your own week, and checking what they produce before you use it.

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One email: what AI is changing in this job, the new skills it asks for, where it leads, and where to start free. With a link back here. Nothing else follows unless you confirm your address.

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  • Experience bandMid-Level (2-5 years)
  • Direct reportsNo direct reports
  • Reports toDigital Workplace & Knowledge Manager
  • UK framework levelUsually a coordinator, or early in a professional job

Also advertised as Knowledge Management Specialist · Intranet Content Manager · SharePoint Administrator (Content Focus) · Digital Collaboration Analyst

Built on 43,079 real UK job descriptions we analysed · grounded in what real qualifications cover

Two short quizzes about you

1From this job to a course

The qualifications matched to this job

OCNLR Entry Level Certificate in Digital Skills (Entry 3) OCN London · Entry Level · covers 3 of 13 standards
City & Guilds Level 3 Diploma in Digital Marketing City & Guilds Limited · Level 3 · covers 2 of 13 standards
ATHE Level 4 Extended Diploma in Digital Marketing ATHE Ltd · Level 4 · covers 2 of 13 standards
ATHE Level 4 Diploma in Digital Marketing ATHE Ltd · Level 4 · covers 2 of 13 standards
Pearson BTEC Level 4 Higher National Certificate in Marketing Management for England Pearson Education Ltd · Level 4 · covers 1 of 13 standards
OTHM Level 4 Diploma in Information Technology OTHM Qualifications · Level 4 · covers 1 of 13 standards

Matched from the standards this job is measured against: a suggestion, not an official ruling.

The units you would start with

Digital Communications Technology OCNLR Entry Level Certificate in Digital Skills (Entry 3)
Content marketing City & Guilds Level 3 Diploma in Digital Marketing
Managing Marketing and Digital Communications Pearson BTEC Level 4 Higher National Certificate in Marketing Management for England
Managing Digital Information OTHM Level 4 Diploma in Information Technology

The future skills this job leans on

AI Fluency working with AI as a thinking partner
Data Fluency turning numbers into a decision
AI Governance Fluency using AI responsibly
Your Plan Illustration

Built for Digital Workplace Coordinator

4 units that map to this job, from the qualifications that cover it.

  1. Digital Communications Technology OCN London · covers 3 of 13 standards Entry Level
  2. Content marketing City & Guilds Limited · covers 2 of 13 standards Level 3
  3. Managing Marketing and Digital Communications Pearson Education Ltd · covers 1 of 13 standards Level 4
  4. Managing Digital Information OTHM Qualifications · covers 1 of 13 standards Level 4
These are the real units behind this job, in the order they rank for it. Nothing here is marked done, because this plan has not been started by anyone yet. Yours would fill in as you go.

2AI and this work

Will AI change your work as a Digital Workplace Coordinator?

Nobody can say exactly how. Here is what this job is being asked for next, and where to start.

The new skills this role is being asked for

  • Prompt Engineering for KM
  • Digital Ethics & Bias Awareness
Why each one is rising

The future skills this job leans on

We'll only ever tell you what we can actually back up. No hype, no scare tactics.

What happens when you start

Next, a free account. We build your Digital Workplace Coordinator plan as you set up, starting with the free AI Fluency module. No card.

Your first Future Fluency module is free. After that, your AI tutor is £70 a month.

Ready to pay? Subscribe for £70 a month

Keep this read. One email with what AI is changing in this job, the new skills it asks for and where to start free. Nothing else follows unless you confirm your address.

3What this role really is

A digital workplace coordinator organises a company's digital spaces so people can find what they need to do their jobs. The work involves keeping information easy to find, up to date and useful. It means keeping digital shelves tidy and helping people find their way around, so the digital workplace does not become a dumping ground for documents.

4What you'd actually use

The tools this job runs on, and how well you'd need to know each one.

Microsoft 365 (SharePoint Online, Teams, Viva Engage) Intermediate

Content editing, setting up Teams channels, managing basic site permissions, publishing news, creating Viva Engage posts, and understanding content lifecycles within these platforms.

Confluence / Notion Intermediate

Creating and updating pages, applying templates, using basic macros/blocks, managing user access within specific spaces, and understanding content structure.

Enterprise Search (e.g., SharePoint Search, Confluence Search) Intermediate

Mastering advanced search queries, understanding how content is indexed, and using search analytics to identify common user search terms and gaps.

Digital Adoption Platforms (e.g., WalkMe, Whatfix) Basic

Creating simple user guides and tutorials using tools like Loom or Microsoft Stream, and understanding how DAPs provide in-app help.

Analytics & Reporting (e.g., SharePoint Analytics, Teams Admin Center) Basic

Pulling standard reports from platform analytics dashboards to understand usage, popular content, and search effectiveness.

5What you get to decide, and how that grows

Power in a job isn't your title. It's what you're allowed to decide. Here's how it grows as you move up.

The choiceComing in Where you are nowThe step above
Content Updates & Publishing All content updates require supervisor review and approval before publishing. You can independently publish routine content updates and minor changes within your owned knowledge areas. Major changes or new content affecting multiple departments require manager approval. Full authority to publish and approve content across owned workstreams, establishing review processes for others.
Platform Configuration (Basic) Can make changes to existing SharePoint pages or Teams channels under direct supervision, following strict templates. Can independently configure basic SharePoint sites or Confluence spaces from existing templates, including setting permissions and navigation, within established guidelines. New site requests or complex integrations require manager approval. Can design and implement complex site architectures and configure advanced platform features, consulting with IT on major system changes.
User Support & Training Answers basic 'how-to' questions and escalates anything beyond simple troubleshooting to supervisor. Independently resolves most user queries related to content access and platform usage. You'll design and deliver basic training sessions for new features or best practices. Develops comprehensive training programmes and acts as an escalation point for complex user issues, mentoring junior team members on support best practices.
Problem Identification & Solution Proposal Identifies obvious problems and reports them to supervisor. Identifies common user pain points and proposes practical, actionable solutions to your manager, often with supporting data. Proactively identifies systemic issues, analyses root causes, and designs comprehensive solutions, making recommendations to leadership for strategic changes.

6How you'll be judged

The scoreboard, and what is not on it. The hard targets, how often each is actually looked at, and the quiet signals that never reach a dashboard.

Search Success Rate
The percentage of internal searches that result in a user clicking on a relevant document within the top 3 results.
Target · Increase from 60% to 75% within 6 months

If 100 searches happen, and 75 lead to a relevant click, that's a 75% success rate. We'll track this using our enterprise search analytics.

Content Health Score
A composite score based on content freshness (last updated date), completeness (metadata tags), and broken links within your owned knowledge areas.
Target · Maintain a score of 85% or higher

Your assigned SharePoint site has 100 pages. If 10 are outdated, 5 are missing key tags, and 2 have broken links, your score would be roughly 83% (17 issues out of 100 items).

User Engagement (Knowledge Base)
The number of unique users accessing and interacting with content within your managed knowledge base (e.g., Confluence space, specific SharePoint hub).
Target · Increase unique monthly users by 10% quarter-over-quarter

If 500 unique users visited your Confluence space last month, we'd aim for 550 this month. This shows your content is relevant and being found.

Ticket Resolution Time (KM-related)
The average time it takes to resolve user support tickets related to finding information, content access, or basic platform 'how-to' questions.
Target · Resolve 90% of tickets within 24 hours

If someone can't find the holiday policy, and you help them find it or fix the access issue within a day, that's a win. We track this in our service desk system.

Content Owner Satisfaction
How happy our departmental content owners are with the support and guidance you provide for managing their knowledge.
  • Content owners proactively seek your advice on new content structures
  • they report feeling supported in keeping their areas tidy
  • positive feedback in quarterly check-ins or informal comments.
User Feedback & Adoption
The sentiment and feedback from general users regarding the ease of finding information and using the digital workplace tools you support.
  • Positive comments in internal surveys (e.g., 'It's much easier to find X now')
  • fewer 'where do I save this?' questions
  • users are actually using the preferred tools and methods you've set up.
Contribution to Information Architecture
Your ability to identify areas for improvement in our content structures and propose sensible, user-friendly solutions.
  • You'll suggest improvements to site navigation
  • you'll propose better tagging strategies for specific content types
  • your ideas will be incorporated into new site designs or content migrations.

7Would you like it

Both sides. What people enjoy, and what grinds them down.

What people enjoy
Making Things Work Better for People

You'll get a real kick out of seeing a colleague find exactly what they needed because you organised it properly. You enjoy simplifying complex information and creating clear pathways, knowing it directly impacts someone's daily efficiency.

You've just restructured a messy SharePoint site, and a sales rep tells you they found the latest product spec in seconds, saving them a frantic email search before a client call.

Solving Puzzles and Untangling Systems

The idea of diving into a confusing permissions structure or figuring out why a search isn't returning the right results genuinely excites you. You like the detective work involved in understanding how information flows (or doesn't flow) across different platforms.

You've spent a morning tracing why a specific document wasn't showing up in enterprise search, only to discover a subtle metadata tag was missing. Fixing it feels like winning a small victory.

Building and Maintaining Order

You prefer organised digital spaces over chaotic ones. You're motivated by the process of creating logical structures, applying consistent tagging, and ensuring content has a clear lifecycle, bringing order to what can often be digital chaos.

You've just completed a content audit for a department, archiving obsolete documents and updating stale ones, leaving behind a clean, current, and useful knowledge base.

What frustrates people
  • The 'Digital Dumping Ground' Mentality: Constantly fighting the user habit of uploading documents without metadata, context, or ownership, treating the intranet like a personal C: drive.
  • Ownership Ambiguity: A critical report is outdated, but the original author left two years ago. Now you have to spend a week figuring out who is responsible for updating it.
  • Low Adoption Whiplash: You spend months designing a perfect solution, run training, and write guides, only to see users revert to emailing attachments and using personal Dropboxes.
  • Being the 'SharePoint Janitor': Your strategic goal is to build a knowledge-sharing culture, but you spend 40% of your time fixing broken permissions and answering basic 'how-to' questions.
What this role does not give you
  • A purely strategic, hands-off role; you'll be very hands-on with content and platforms.
  • A static, predictable environment; you'll often be reacting to user needs and new platform features.
  • A role where every single piece of work you do gets immediate, high-visibility recognition (some of your best work will be invisible, like preventing problems before they happen).

8Who you work with

This role directly impacts employee productivity, onboarding efficiency, and overall information governance. By ensuring knowledge is easily findable, you help reduce redundant work, speed up decision-making, and improve the overall digital employee experience. You're essentially making sure our company's collective brain is well-organised and accessible to everyone who needs it.

Inside the business
  • Departmental Content Owners (e.g., Marketing, HR, Sales)
  • IT Support Team (for technical issues and integrations)
  • Internal Communications Team
  • Learning & Development Team
  • Project Teams (for new knowledge base requirements)
Outside the business
  • Software Vendors (e.g., Microsoft, Atlassian for support/updates)
  • Consultancy Partners (on specific projects, though less common at this level)

9What you need before you start

Not a wish list. The things you would be expected to already have.

  • At least 2 years of hands-on experience managing content or digital platforms, ideally within a corporate intranet or knowledge base environment.
  • Demonstrable experience with Microsoft 365 (SharePoint Online, Teams) or a similar enterprise collaboration suite.
  • A proven ability to organise information logically and create clear, user-friendly documentation.
  • Experience in providing user support or training for digital tools.
  • A genuine curiosity about how people find and use information, and a drive to make that process better.

10What to practise next

Where the job is going, and what to do about it starting this week.

Advanced Microsoft 365 Governance

As M365 suites grow, managing 'SharePoint sprawl' and ensuring proper data lifecycle management becomes critical. You'll need to understand more about how content is governed at a deeper level.

Retention Labels & Policies · Sensitivity Labels · SharePoint Site Lifecycle Management · Basic Power Automate Flows

  • This quarter: Complete Microsoft Learn modules on SharePoint Online governance and Purview compliance basics.
  • Next quarter: Shadow a senior colleague or IT team member on a content audit or a permissions clean-up project.
  • Month 6: Build one simple Power Automate flow to automate a repetitive task in your daily work (e.g., sending a reminder for content review).
  • Year 1: Actively participate in discussions about improving our M365 governance policies, bringing your practical experience to the table.

Quick win: Familiarise yourself with the Microsoft Purview compliance centre. Just browsing the options and understanding what's there will give you a head start.

11Staying current once you are in

What people here do to keep up
  • Attending industry webinars or online courses on information architecture, content strategy, or M365 updates.
  • Participating in relevant online communities or forums (e.g., Microsoft Tech Community, KMWorld discussions) to learn from peers.
  • Proactively exploring new features within our existing digital workplace tools and proposing how we could use them.
  • Reading books or articles on user experience (UX) design, particularly as it applies to intranets and knowledge bases.

12The rising capability

The rising capability

Zavmo analysis

What's rising in its place

This is where the work is heading, and the higher pay with it. Get fluent here and the shift stops being a threat and starts being your edge.

Prompt Engineering for KM

Generative AI is already transforming how we create and summarise content. Analysts who figure out how to 'talk' to these AIs effectively will outproduce peers significantly. This isn't future-gazing; it's happening now.

  • Clear, Concise Prompting
  • Context Windows & Token Limits
  • Output Validation
  • Role-Playing Prompts

Digital Ethics & Bias Awareness

As AI becomes more integrated into content creation and search, understanding potential biases in algorithms or data becomes crucial. You'll need to ensure our digital workplace is fair and inclusive, not just efficient.

  • Algorithmic Bias
  • Data Privacy in AI
  • Ethical Content Curation
  • Transparency & Explainability

13What you’ll use

What you’ll use

Skills this role draws on

Technical

  • Information Architecture (IA)
  • Taxonomy & Metadata Management
  • Knowledge Auditing & Mapping
  • User Adoption & Change Management (ADKAR)
  • Community of Practice (CoP) Facilitation (Basic)
  • Intranet SEO (Basic)

14The pathway

The pathway

How you actually get there, here

How you become one varies far more by country than what one does. This is the UK route. Most people take one of these ways in; the right one depends on where you're starting from.

  1. 1

    Junior Digital Workplace Coordinator / Content Editor

    1-2 years

    Skills to master

    • Mastering content creation and editing on M365/Confluence, basic user support, understanding content governance rules, and learning internal information structures.

    You're ready to move on when

    • Consistently produces high-quality, error-free content and updates.
    • Can independently resolve common user 'how-to' questions.
    • Proactively identifies and flags content issues (e.g., outdated information, broken links).
    • Demonstrates a keen interest in improving information findability.
  2. 2

    IT Support Analyst (with M365 focus)

    2-3 years

    Skills to master

    • Deepening technical understanding of M365 (SharePoint, Teams), troubleshooting access issues, managing user accounts, and understanding the administrative side of collaboration platforms.

    You're ready to move on when

    • Has a strong understanding of M365 permissions and security.
    • Can resolve complex M365-related user issues without escalation.
    • Shows an interest beyond pure technical support, focusing on how users use the platforms.
    • Has experience delivering basic user training on M365 features.
  3. 3

    Administrative Assistant / Office Manager (with digital responsibilities)

    3-4 years

    Skills to master

    • Experience managing shared drives, internal documentation, and basic intranet content. Developing strong organisational skills and a user-first mindset for internal tools.

    You're ready to move on when

    • Has taken initiative to organise digital files or improve internal document access.
    • Is the 'go-to' person for colleagues struggling with internal systems.
    • Demonstrates strong organisational and communication skills.
    • Shows a clear interest in moving into a dedicated digital workplace role.

15Where this role leads

The long view: This work can lead to digital workplace management, or roles in knowledge management and digital experience.

The ten Future Fluencies

Zavmo analysis

The credential is what you can do today. These are what keep you valuable.

A qualification proves you can do the job as it's defined today. These ten are what decide whether you're still the obvious person for it in five years. They're the capabilities employers are now writing into senior roles faster than people are learning them. Zavmo weaves them through whatever you study, so you come out with both: the credential and the fluency.

The highlighted ones are the Fluencies your role leans on hardest, from how Digital Workplace Coordinator is actually changing.

Where it leads

Roles this leads to

How you would learn this

One to one, on the work you already do

A tutor sets the task against your own job and marks the reasoning, at your pace. There is no cohort to fall behind.

A lesson from Digital Communications Technology, worked against Digital Workplace Coordinator.

Digital Communications Technology Entry Level

Applied to your work in Digital Workplace Coordinator

This unit aims to equip learners with the skills to use digital communication technologies effectively. Learners will be able to compose and send messages using asynchronous tools, participate in real-time online communication using synchronous tools, and securely input, store, and transfer data on mobile devices.

How the thinking builds
  1. 1 Remember
  2. 2 Understand
  3. 3 Apply
  4. 4 Analyse
  5. 5 Evaluate
  6. 6 Create
An illustration of a Zavmo lesson, built from this role’s own route. The unit, its objective and every criterion above are the awarding body’s own words, not an example.

It is £70 a month, billed monthly. Your free first module is Future Fluency, and you can cancel any time.

See Your Progress Grow Illustration
Digital Workplace Coordinator
  • Information Architecture (IA)
  • Taxonomy & Metadata Management
  • Knowledge Auditing & Mapping
  • User Adoption & Change Management (ADKAR)
  • Community of Practice (CoP) Facilitation (Basic)
  • Intranet SEO (Basic)
This is your Mind Palace on learn.zavmo.ai. Every skill above comes from this role's own record, not an example borrowed from another job. A node lights up when you evidence it, and what you build stays yours between jobs. That is the part a course cannot do.

16The detail, folded away

Everything else the record holds

The career branches in full, how AI is already showing up in the day-to-day, and the questions people ask about this job. Here when you want them, out of the way while you decide.

Where it leads next, rung by rung

Where it leads

The career path, and where it branches

Digital Workplace Coordinator is a start, not a ceiling. Each step below asks for new skills and hands back more autonomy.

  1. Senior Digital Workplace Coordinator

    3-5 years in current role

    Level 3

    • Advanced Information Architecture Designing complex IA for new departments or major initiatives.
    • Advanced Governance Applying retention and sensitivity labels, conducting more complex content audits.
    • Tool Evaluation Researching and recommending new digital workplace tools or features.
    • Power Automate (Intermediate) Building more complex automation workflows to solve business problems.
Working with AI on the job

Working with AI

Where AI is starting to help

Let's be real, some parts of knowledge management can be a bit of a grind. But what if you could offload the tedious bits and focus on the really interesting stuff? We're not talking about replacing you; we're talking about giving you a serious superpower. Our AI Productivity Hub is here to help you get more done, faster, and actually enjoy your work more.

In Knowledge Management, AI isn't just a buzzword; it's a game-changer for sorting through mountains of information, making sense of user behaviour, and drafting helpful content. You'll use these tools to automate the repetitive parts of your job, freeing you up to focus on strategy and user engagement.

Automated Content Tagger

Imagine uploading a new policy document and having AI automatically suggest relevant metadata tags based on its content. This dramatically improves findability, and honestly, saves you ages. You'll use an AI service (like Azure Cognitive Services or an OpenAI model) to do the heavy lifting for you.

Search Intent Analyser

Ever wonder why people can't find what they're looking for? You'll use AI to analyse enterprise search logs, clustering failed queries to pinpoint knowledge gaps. For example, the AI might tell you 'lots of people are searching for '2024 travel policy' but there's no document.' This saves you hours of manual log-diving.

Knowledge Article Synthesiser

After a long meeting, instead of spending an hour writing up notes, you'll feed a GenAI assistant the meeting transcript. Prompt it to 'Create a concise knowledge base article summarising key decisions, action items, and lessons learned.' It's like having a super-fast assistant for content creation.

FAQ & Guide Drafter

Need to write a user-friendly FAQ for a new software feature? Provide a conversational AI with the technical release notes and ask it to 'Explain this to a non-technical sales manager.' It'll draft clear, concise guides in minutes, cutting down your writing time significantly.

Common questions

Common questions

How do you become a Digital Workplace Coordinator?

Common routes in include Junior Digital Workplace Coordinator / Content Editor (1-2 years), IT Support Analyst (with M365 focus) (2-3 years) and Administrative Assistant / Office Manager (with digital responsibilities) (3-4 years). Times vary with prior experience.

Where can a Digital Workplace Coordinator progress to?

This role can lead on to Senior Digital Workplace Coordinator (3-5 years in current role), depending on the skills you build.

What new skills matter most for a Digital Workplace Coordinator?

Increasingly, Prompt Engineering for KM and Digital Ethics & Bias Awareness. These are the skills our record of this role lists as growing.

Free tools

Want a read on where you stand?

Three free tools, no account needed. Each one ends with a role, a level and a way in.

Read the Zavmo manifesto to understand how you will be taught Meet your tutors

Or try another one

17Where to go from here

Other roles at Level 3

Same depth of qualification, different job. Useful if the work appeals but this particular role does not.

 More jobs in knowledge management

Stay in the field you know and move sideways rather than up.
If you leave this industry

The skills involved transfer into other areas. Some move into broader IT roles focused on collaboration platforms. Others move into internal communications or HR roles with a digital focus. Some specialise further in information architecture or content strategy in other industries.

This role profile is © 2026 Growth Engineering Technologies Ltd. Built from UK occupational standards and regulated qualification data, and written for Zavmo.

You're not behind. You're right on time. The shift is only just beginning. Your role won't look the same in two years. Be the one who leads the change, not the one it happens to. Start my free AI Fluency module What happens next: a free account, then we build your plan as you set up. No card. Build your plan, see your roadmap and meet the twelve tutors matched to you. All free. When you're ready to start learning, it's £70 a month, billed monthly. Cancel any time and billing stops.