Job summary 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. About us We provide emergency and non-emergency services to East Surrey, North-East West Sussex, and South Croydon residents, including the major towns of Crawley, Horsham, Reigate and Redhill, a community of over 535,000 people. We provide acute and complex services and outpatient and diagnostic services. In addition, Crawley Hospital and Horsham in West Sussex and Caterham Dene Hospital and Oxted Health Centre in Surrey provide less complex planned services. In 2019 the Care Quality Commission (CQC) rated our services as 'Outstanding', and we are one of the best-performing Trusts in England: Winners of Health Service Journal Acute Trust of the year award 2021 National Patient Safety Awards winner and strive to be a beacon for safety in all we do. We are in the top 20% nationally for staff recommending the Trust as a place to work or receive treatment. Our staff rate us the best in the country among comparable acute trusts when asked if they would recommend the Trust as a place to work and whether patient care is the organisation's top priority. Our workforce is amongst the most motivated in the country; we achieved the top acute hospital score in the country for staff engagement in the last national staff survey. Date posted 07 March 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year plus high cost allowance Contract Permanent Working pattern Full-time Reference number 326-7046724-MH Job locations East Surrey Hospital Canada Avenue Redhill RH1 5RH Job description Job 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. Job description Job 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. Person Specification Criteria Essential Evidence of a good standard of written English appropriate to the role A complete and accurate application Suitability for role evidenced in supporting statement Evidence of essential experience for role Meet the essential education/qualifications required for the role Hold the necessary mandatory professional/clinical registration Evidence of the Trust values and behaviours Evidence of any other essential criteria outlined in the person specification Person Specification Criteria Essential Evidence of a good standard of written English appropriate to the role A complete and accurate application Suitability for role evidenced in supporting statement Evidence of essential experience for role Meet the essential education/qualifications required for the role Hold the necessary mandatory professional/clinical registration Evidence of the Trust values and behaviours Evidence of any other essential criteria outlined in the person specification Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Surrey and Sussex Healthcare NHS Trust Address East Surrey Hospital Canada Avenue Redhill RH1 5RH Employer's website https://surreyandsussex.nhs.uk/ (Opens in a new tab)