Estates CAFM Co-Ordinator

Job overview

Working Full time: 37.5 hours per week

The post holder will be responsible for the delivery and maintaining of the Estates CAFM (Computer Aided Facility Management) and PPM (Planned Preventative Maintenance) system. This will involve:

• Supporting the respective systems dashboards to enable efficient and accurate reporting for compliance monitoring to the Divisional Board and Estates Leadership Team as required.
• Working in collaboration with the Estates Management Team and the Estates Officers 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 Officers to resolve intances of non-compliance and 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 if required.
• Ensuring the CAFM and PPM systems are update to date with Trust Policies & Process (including SOPs), as well as national guidance and legislation.

The post holder will work in partnership with the Estates Administrator to ensure that the Helpdesk service is appropriately staffed and maintained during services hours.

Main duties of the job

Be responsible for the delivery and maintaining of the Estates CAFM (Computer Aided Facility Management) and PPM (Planned Preventative Maintenance) system. Ensure the CAFM and PPM systems have suitable workflows and reporting efficiency. Lead on the production and running of dashboards and reports. Work in collaboration with all estates team for the purpose of updating the system in line with site changes.  Communicate and work in partnership with the Head of Estates and Estates Manager regarding independent inspections relating to the CAFM and PPM systems. Ensure any compliance corrective actions are entered into the CAFM system and distributed to the correct personnel for remedial or other action.  Monitor the estates management systems and ensure they are usen an effective property management tool, relation to assets records, lease, licences etc… Participate in departmental, divisional, and other meetings as required; ensuring documents and reports and/or dashboards for meetings are made available to senior management and stakeholders. Directly support and work in partnership with the Estates Administrator to ensure that the helpdesk service is appropriately staffed and maintained during services hours To be directly responsible for providing informed, timely and accurate support and training (as required) to the Estates teams at all levels on systems under your remit. Be a super user of the CAFM/PPM systems. Support the Head of Estates in relation to CAFM and PPM system utilisation

Detailed job description and main responsibilities

See Job Description for further details.

Recruitment selection processes are based on competence (see Person specification) and values. An applicant guide to help and support you through your recruitment journey can be accessed at the bottom of this page.

If you have a disability that meets the definition set out in the Equality Act 2010, and you can show that you meet the ‘essential’ criteria described in the person specification for an available position, please answer ‘YES’ to the question: ‘Do you wish to be considered under the Guaranteed Interview Scheme?’

Please inform the team if you have any special support needs to be considered as part of the interview and selection processes.

The trust offers a Guaranteed Interview Scheme to any armed forces community applicants who meet the essential criteria for the post.

If a DBS is required for your role, you are encouraged to enrol for the DBS Update Service. A small annual fee applies which is payable to the DBS Service. Please note applicants will be required to pay for their DBS check. Costs will be deducted from their salary over the first three months of employment.​

New entrants to the NHS will commence on the minimum of the scale stated above.

Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.

The Trust will not sponsor where the starting salary does not meet immigration rules

Applicants are advised to apply early as if a large number of applications are received for this post, we reserve the right to close the vacancy prior to the advertised date.

Good luck with your application.​