CAFM Coordinator

Job overview

This position will be responsible for the oversight and implementation of the Trust's new CAFM (Computer aided facilities management) system ans working closely with the Estates operations team at East Surrey Hospital. This will be part of the new Estates Helpdesk operations team and core to all main Estates functions in ensuring that preventative maintenance plans are managed in addition to responding to requests for support and ad-hoc reactive work requests.

Main duties of the job

• Supporting the respective systems dashboards to enable efficient and accurate reporting for compliance monitoring to the Divisional Board and Executive Team as required.
• Working in collaboration with the Estates Management Team and the Estates Supervisors in the scheduling and monitoring of PPM related activities. This will include liaising with contractors as required.
• Reviewing compliance with the CAFM and PPM systems on daily basis and working in the first instance with the Estates Supervisors to resolves. Escalating to the Estates Management team as required.
• Training estates staff, including temporary staff e.g. agency on the use of the CAFM and PPM system.
• Ensuring the CAFM and PPM systems are update to date with Trust Policies & Process (including SOPs), as well as national guidance and legislation.

Detailed job description and main responsibilities

• 1.    Be responsible for the delivery and maintaining of the Estates CAFM (Computer Aided Facility Management) and PPM (Planned Preventative Maintenance) system. This includes: a.    Ensuring the systems are updated as required as per digital requirements. Liaising with digital suppliers and the Trust digital team. b.    Ensuring the necessary data is uploaded into these the system e.g. uploading documentation in relation to PPM completion etc… c.    Be the main point of contact for CAFM and PPM system issues for E&F staff and non-E&F staff. This will involve communicating with a diverse workforce where there maybe barriers to understanding e.g. difficulty in understanding digital / technical terminology or English not first language. d.    Liaising with digital support services (internal and external) and ensuring timely resolution. Will escalate complete system failures or untimely resolutions to line management as required. e.    Working with the procurement and contracts manager on licence update and procurement of additional licences or system upgrades. 2.    Ensure the CAFM and PPM systems have suitable case workflows and reporting efficiency. This will involve: a.    Reviewing and analysis complex or large data from these respective systems. b.    Communicating this data to all levels (practical and technical) within the Division and wider Trust; including internal and external auditors or regulators e.g. CQC. c.    Provision of routine and ad hoc on the performance of Estates Services including Delivery Performance & Effectiveness, Safety, People, and Quality. 3.    Ensure that the systems and associated licenses remain in budget. 4.    Lead on the production and running of dashboards for the CAFM and PPM system. This will include: a.    Working in collaboration with the Head of Estates and Estates Supervisors to support schedules of work linked to the estates plan. b.    Working in partnership with estates colleagues to rectify issues with work schedules. Escalating appropriately to Estates Management where required. 5.    Work in collaboration with all estates team for the purpose of updating the system in line with site changes. This will include: a.    Ensuring asset changes are completed on the respective systems within a timely fashion. b.    Ensuring to site occupancy and utilisation is up to date. c.    Ensuring changes to the organisational hierarchy which may impact on space ownership is up to date. d.    Liaising regularly with the Capital and Estates teams to ensure that changes to infrastructure is fully understood and updated. 6.    Work in partnership with the CAD lead, ensuring that the Trust record layouts are updated on a regular basis, work together on the production of detailed graphical reports in relation to occupancy or for the purpose of individual projects. 7.     Support the Procurement & Contracts Manager in the development of business cases. 8.    Communicate and work in partnership with the Head of Estates and Estates supervisor regarding independent inspections relating to the CAFM and PPM systems.