SharePoint & Power Platform Developer for Care Staff Portal

Microsoft 365 SharePoint and Power Platform Specialist Needed for Small UK Care Provider Project overview We are a small, family-owned UK care provider looking for an experienced Microsoft 365, SharePoint and Power Platform specialist to help us design and build a secure, professional staff and management portal. The system will primarily be used for: * Policy and procedure management * Staff policy acknowledgements * Training matrix management * Training certificate storage * Recruitment and onboarding * Secure staff-document storage * Audits and action plans * Compliance monitoring and management reporting We already use Nourish Care for care records, staff announcements and day-to-day operational communication. We therefore do not need Microsoft Teams to be the main communication platform. The portal should work securely through a web browser and on mobile devices using Microsoft SharePoint, Microsoft Lists, Power Automate, Microsoft Forms and, where genuinely beneficial, Power Apps. We are looking for someone who understands that we are a small provider with approximately three managers and seven support workers. The solution should therefore be proportionate, affordable, easy for us to maintain and capable of growing with the business. Main project requirements 1. Staff portal Create a branded Ridgeview Healthcare staff portal that staff can access securely through a browser or mobile device. The staff-facing portal should include: * Homepage * Policies and Procedures * My Policies to Read * My Policy Acknowledgements * My Training * My Training Certificates * Forms * Staff Handbook * My Onboarding * My Documents * Important Links * Staff resources and guidance The design should be professional, warm, modern and suitable for a health and social care organisation. 2. Policy and procedure management Create a secure and searchable policy library with: * Policy title * Policy category * Policy number * Policy owner * Version number * Effective date * Approval date * Next review date * Approval status * Current or archived status * Whether staff acknowledgement is required * Automatic SharePoint version history * Previous-version retention * Read-only access for support workers * Editing and approval access restricted to authorised managers The system should allow staff to read a specific policy version and confirm: “I have read and understood this policy.” The acknowledgement record should capture: * Staff member * Policy title * Policy version * Date and time acknowledged * Due date * Completion status Managers should be able to see who has completed an acknowledgement and who remains outstanding. 3. Policy workflows Create appropriate Power Automate workflows for: * Policy review reminders * Policy approval * Publishing an approved policy * Assigning a new or updated policy to relevant staff * Staff acknowledgement reminders * Escalating overdue acknowledgements * Updating management compliance reports The workflows should be reliable and easy for us to understand and amend. 4. Staff training matrix Create a live training matrix using Microsoft Lists or another appropriate Microsoft 365 structure. The matrix should record: * Staff member * Role * Service or location * Training course * Whether the course is mandatory for the role * Training provider * Completion date * Expiry date * Certificate number * Certificate status * Verified by * Verification date * Current, due soon, overdue or not completed status Managers should be able to filter the matrix by: * Staff member * Course * Service * Current training * Training due soon * Overdue training * Missing certificates * Certificates awaiting verification The training matrix should be downloadable and shareable as an Excel, CSV or suitable PDF compliance report. 5. Training certificates Create a restricted SharePoint certificate library linked to the training matrix. The system should allow: * Managers to upload certificates * Staff to upload their own certificates for verification * Managers to approve or reject uploaded certificates * Certificates to be linked to the correct employee and training course * Historical certificates to be retained * Staff to view only their own certificates * Managers to view all relevant certificates 6. Training reminders Create automated notifications for: * Training due to expire * Overdue training * Missing certificates * Certificates awaiting manager verification Ideally, reminder periods should be configurable, for example 60 days, 30 days, 14 days and after the expiry date. 7. Recruitment and onboarding Create a management onboarding dashboard showing: * New starter * Role * Proposed start date * Manager * Onboarding progress * Outstanding checks * Clearance status * Induction status * Probation review dates The onboarding process should be able to track: * Application form * Interview * Employment history * Employment gaps * Identity verification * Right-to-work check * First reference * Second reference * DBS check * Barred-list check where applicable * Qualification checks * Health declaration * Conditional offer * Contract * Job description * Emergency contact details * Payroll information * Pension information * Working Time Regulations documentation * Confidentiality agreement * Staff handbook acknowledgement * Mandatory policy acknowledgements * Mandatory training * Shadow shifts * Service induction * Competency assessments * Supervision * Probation reviews * Final clearance to work Managers should be able to add or remove onboarding tasks depending on the employee’s role. 8. My Onboarding page New starters should have a personalised page where they can: * View their outstanding onboarding tasks * Complete forms * Upload requested documents * Read assigned policies * View mandatory training * See their progress * Access the staff handbook * See important contact information A staff member must not be able to view another employee’s onboarding information. 9. Secure People and HR area Create a separate restricted SharePoint site or secure area for confidential employee records. This should be accessible only to authorised directors and managers. Suggested staff-file sections include: * Recruitment * Identity and Right to Work * DBS and Safer Recruitment * Contract and Employment * Training and Competencies * Supervision and Appraisal * Attendance and Leave * Disciplinary and Grievance * Occupational Health or confidential records * Leaver Records The system must prevent support workers from accessing confidential HR records belonging to colleagues. 10. Forms Create a Forms page with links to relevant Microsoft Forms or Power Apps forms. Examples may include: * Training certificate upload * Change of personal details * Emergency contact form * Annual leave request * Staff feedback * Maintenance request * Policy query or concern * Audit forms * Supervision preparation * Onboarding document submission * Incident or governance forms where appropriate We are open to recommendations about whether Microsoft Forms, SharePoint forms or Power Apps would be most suitable for each process. 11. Staff handbook Create a staff handbook page that is easy to navigate on desktop and mobile. It should allow staff to: * Read the current staff handbook * Search important topics * Open key employment policies * View frequently used forms * Acknowledge the current handbook version where required 12. Audits and action plans Create an audit and quality-management area that can record: * Audit type * Audit date * Service or location * Person completing the audit * Score * Findings * Areas of concern * Actions required * Action owner * Due date * Status * Evidence of completion * Management sign-off The system should allow managers to identify: * Overdue audits * Outstanding actions * Repeated areas of non-compliance * Audit trends * Completed evidence Examples may include medication, staff files, health and safety, care documentation, infection control and service-governance audits. 13. Management dashboard Create a management-only dashboard showing key information such as: * Overall policy compliance * Outstanding policy acknowledgements * Policies due for review * Overdue policy reviews * Overall training compliance * Training due soon * Overdue training * Missing certificates * Certificates awaiting verification * New starters in progress * Outstanding recruitment checks * Staff not yet cleared to work * Audits due * Outstanding audit actions * Overdue actions The initial dashboard can use SharePoint and Microsoft Lists. Power BI should only be recommended if it provides genuine value and does not create unnecessary licensing or maintenance costs. 14. Permissions and security Security and confidentiality are particularly important. The successful specialist will need to configure and test: * Individual Microsoft accounts * Multi-factor authentication * Manager and support-worker permission groups * Read-only access to published policies * Restricted access to management information * Restricted HR and DBS information * Staff access to only their own personal information * Prevention of anonymous public sharing * Appropriate external-sharing settings * Secure browser and mobile access * Access removal for leavers * Audit history * Document version history * Appropriate restrictions on downloading confidential files to personal devices, where possible We would like clear advice on what Microsoft 365 Business Premium and Microsoft 365 F1 licences can and cannot do. 15. Design and usability The portal should be: * Professionally branded * Warm and suitable for a family-owned care provider * Easy for staff with varying levels of digital confidence * Mobile responsive * Simple to navigate * Accessible through a web browser * Easy for Ridgeview management to maintain without ongoing developer support We do not want a highly customised system that becomes dependent on one developer. Custom code should be avoided unless there is a clear and agreed reason for using it. Preferred Microsoft tools We expect the solution to mainly use: * Microsoft SharePoint Online * Microsoft Lists * Microsoft Power Automate * Microsoft Forms * Microsoft 365 Business Premium * Microsoft 365 F1 frontline accounts Power Apps may be used for specific processes where it provides a significant improvement in usability. We may consider other Microsoft-compatible tools later, but the first version should use the Microsoft services already included within our licences wherever possible. Project approach We would like the system planned as a complete, polished solution from the beginning, but delivered in manageable phases. Suggested phases: Phase 1 * System blueprint * Site structure * Branding and navigation * Permissions design * Policy library * Policy register * Staff acknowledgements * Training matrix * Certificate library Phase 2 * Training reminders * Onboarding dashboard * New-starter checklists * Restricted staff-document area * Staff handbook * Forms Phase 3 * Audits * Action plans * Management dashboard * Compliance reports * Additional automation * Mobile optimisation We do not want to build a temporary system that later has to be replaced. The underlying site structure, Lists, libraries and permissions should be designed correctly from the outset. Deliverables The successful freelancer should provide: * Written system blueprint * Site map * Permissions matrix * Data and List structure * SharePoint sites and pages * Document libraries * Microsoft Lists * Forms * Power Automate workflows * Mobile and browser testing * Manager and support-worker permission testing * Test user journey * User acceptance testing support * Administrator guide * Staff user guide * Workflow documentation * Training or recorded handover session * Final security and permissions review All work, workflows and documentation must remain the property of Ridgeview Healthcare. Ideal candidate We are looking for someone with demonstrable experience in: * SharePoint Online * Microsoft Lists * Power Automate * Microsoft Forms * Power Apps * Microsoft 365 permissions and security * HR or employee-document systems * Training and compliance systems * Policy-management systems * Mobile-friendly SharePoint portals Experience working with UK health and social care providers, CQC-regulated organisations, supported living services, residential care or other regulated sectors would be highly advantageous. The successful candidate should understand the importance of: * Data protection * Confidential staff information * Safer recruitment records * DBS information * Policy version control * Staff training compliance * Clear audit trails * Proportionate systems for a small provider Important context We are a small, family-owned care provider, not a large corporate organisation. We want a high-quality and polished system, but it must be proportionate to our size and budget. We are not looking for an expensive enterprise intranet containing features we will not use. We value someone who can: * Explain things clearly * Recommend simple solutions * Avoid unnecessary development * Teach us how to maintain the system * Work collaboratively * Build in phases * Be transparent about licensing and additional costs When applying Please include: 1. A brief explanation of your relevant SharePoint and Power Platform experience. 2. Examples of similar policy, training, HR, onboarding or compliance portals you have created. 3. Whether you have worked with UK care providers or other regulated organisations. 4. Your proposed approach to the project. 5. Which parts you would build in SharePoint, Lists, Forms, Power Automate and Power Apps. 6. How you would protect confidential staff documents. 7. How you would allow staff to view only their own training and onboarding records. 8. Your estimated project timescale. 9. Your fixed-price estimate or expected number of working days. 10. Your availability for ongoing support after handover. 11. Details of any additional licences or third-party tools you believe would be required. Please do not submit a generic proposal. We would like applicants to demonstrate that they understand the requirements of a small, family-owned UK care provider.