CAFM and Business Systems Manager


Company:	NHS Jobs
Salary:	£39,959 to £48,117 a year
Hours:	Full-time
Location:	Plymouth, PL4 7QD
Job type:	Permanent
Posting date:	14 Oct 2026
Closing date:	30 Oct 2026

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Summary

The post holder would have ultimate responsibility for the management of the Estates Helpdesk, and specialist ownership of the cloud based digital CAFM and Business Systems Act as system owner for the CAFM/PPM platform (e.g., configuration, user roles, workflows, mobile working, forms). Maintain the asset data model, hierarchies, locations, and attribute sets; manage document links to O&M manuals and certificates. Define and manage the PPM library, job plans, task frequencies and compliance checklists in line with HTMs, SFG20 and Livewell SOPs [as Applicable]. Oversee change control, UAT and release management CAFM updates and integrations; maintain audit trails. Statutory Compliance & Planned Preventative Maintenance (PPM) Planning : Coordinate the scheduling and monitoring of statutory and mandatory PPM activities with Estates Supervisors and contractors. Ensure evidence records (certificates, service sheets, RAMS, permits) are captured and stored in CAFM against assets and tasks. Undertake daily compliance posture checks within CAFM and BMS; investigate exceptions and escalate risks to Estates Management. Support Water Safety, Fire Safety, Asbestos and other risk groups with accurate registers and action tracking via CAFM. Undertake AP/RP responsibility, as appropriate. Reactive Maintenance & Workflows : Optimise helpdesk-to-workflow processes (prioritisation, SLAs, triage approvals) to minimise response time and backlog. Enable mobile work management for in-house and contractor teams; ensure robust updates, closure codes and parts/labour capture. Monitor performance vs SLAs/KPIs; produce weekly operational summaries and exception reports. Data Quality, Information Governance & Reporting : Own data quality frameworks (completeness, accuracy, timeliness); plan and deliver periodic data cleansing and asset verification. Ensure compliance with information governance (UK GDPR), retention and audit requirements for CAFM data. Design and maintain dashboards and reports (compliance, statutory completion, overdue tasks, reactive performance, risk, backlog). Prepare monthly/quarterly reporting packs for Board and Executive Team; provide commentary and improvement actions. Supporting the estates strategy and transformation programme through data driven insights from CAFM system and BMS. Contractor Enablement & Assurance : Support contractor onboarding with CAFM (H&S documentation, competence, insurances) with Procurement/Finance. Ensure RAMS, permits-to-work and completion documents are submitted and stored via the contractor portal or equivalent. Review contractor performance data and chair/supply input to performance review meetings with Estates Management. Training, Guidance & Change Management : Develop role-based training materials (quick reference guides, e-learning, toolbox talks); deliver induction and refresher training. Provide front-line support to users; resolve queries and liaise with vendor support where required. Lead change adoption for new features/modules and site mobilisations; gather feedback and prioritise enhancements. Projects & Interfaces : Support data migration and mobilisation for new sites, refurbishments and capital schemes (asset capture, barcoding/QR, O&M ingestion). Work with Digital/IT to maintain safe interfaces/integrations (Finance/Procurement, HR, BMS/IoT, room booking). Contribute CAFM requirements to specifications, business cases and post-project benefit tracking. Risk Management & Governance : Maintain risk logs for CAFM-related issues; propose mitigations and report via Estates governance structures. Ensure business continuity arrangements for CAFM (backups, offline procedures, disruption playbooks) are documented and tested. Participate in internal/external audits providing auditable evidence from CAFM.

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