SENIOR COMPUTER AIDED FACILITIES MANAGEMENT (CAFM) MANAGER School/Department: Career Pathway: Level Estates and Facilities Management, Specialist and Administrative (MSA) 5
Director of Engineering & Infrastructure Systems Support Officer, Data Analyst Office-based, with hybrid working
Posts responsible to: Posts responsible for: Post base:
2. Maintenance and User Experience • Ensuring latest updates and systems are fully reviewed with iSolutions and ensuring their integration to any update is administered. • Working with fellow colleagues ensuring any process change is fully documented and the change process is delivered to all affected. • Taking lead on managing transition to new updates or systems ensuring no business as usual disruption. • Liaising with all E&F staff ensuring all new ways of working. • Ensuring user training is up to date attending toolbox talks where required. 3. Financial and Governance • First point of contact for all data reporting, queries of the management team within Estates & Facilities, ensuring all relevant reporting is fit for purpose and where appropriate develop and maintain dashboards and management information. Reporting requirements include statutory compliance, performance reporting, minor works and capital reporting and space use/management, incorporating PowerBi and other third party systems. • Ensuring data integrity of project planning processes with key gate stages agree with projects teams for their input. • Ensure clear processes for Space management team to record correct data sets and reporting to central finance. • Complete data draw down reporting to finance when required.
Job purpose Responsible for managing and optimising the
University’s Computer Aided Facilities Management systems/software (CAFM), integrating all digital assets information from physical asset condition surveys, generation of all planned and reactive maintenance activities, trade/supplier teams assignments. Ensuring all relevant reporting dashboards and management information are kept up to date and are fit for purpose. 1. Leadership and Management • Responsible for the provision of an integrated CAFM system or systems, leading a team working with the maintenance, space management, reactive, minor works and capital project teams. • Responsible for the system administration and changes, recommending strategies to the Director of Engineering and Infrastructure • Manage a team to ensure up to date assets, maintenance strategies and integrated help desk functions, establishing team input from others within Estates & Facilities such as project hand over/Building Information Modelling (BIM), asset changes and where the Estates grows through acquisition, refurbishment or disposals. • Mapping and assessing existing systems in Estates & Facilities. • Where necessary redesigning existing systems and processes to achieve organisational benefits. • Developing communications plan to ensure all stakeholders engagement.
Key external relationships include: a. Suppliers, contractors and consultants (providing a service to the University); b. External IT service providers c. Statutory authorities, such as the Health & Safety Executive, Local Authority, Fire Service (to ensure compliance); Special Requirements Ability to undertake duties at different premises including any University campus as required. Commitment to the integrity and confidentiality of all relevant data and process
4. Health, Safety and Compliance • Have oversight and ownership working processes working closely with key E&F team members to ensure workflow processes meet UoS needs in terms of safety and quality systems. Participating on audits where required. • Working closely with colleagues in iSolutions (IT) to ensure data integrity, Information security and administration of users. • Comply with audits and reviews to ensure UoS systems are compliant. 5. Any other duties as allocated by the line manager following consultation with the post holder. Internal and external relationships Key internal relationships include: a. Estates & Facilities Leadership team b. iSolutions team c. Project teams LTM and CapEx, sustainability, space management and portfolio, finance teams,
procurement and audit d. Residential colleagues e. Central team for H&S, fire and security.
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