CAFM and Business Systems Manager

Livewell Southwest; Plymouth; On-site; GBP 42,000 - 56,000; Full time

Job summary

Livewell Southwest is seeking a highly capable Estates CAFM/PPM lead to manage the CAFM environment across Plymouth sites. You will own the CAFM platform, coordinate statutory maintenance, and produce management dashboards to support decision-making.

The role requires autonomy, strong communications with contractors and internal teams, and a proactive approach to ensuring safety, compliance, and continuous improvement within a complex healthcare environment.

Qualifications

• ,

Responsibilities

• Lead the day-to-day delivery of CAFM/PPM systems and estates data
• Coordinate statutory PPM planning with Estates Supervisors and contractors
• Create and maintain dashboards and reporting packs for board and exec team
• Ensure compliance with UK GDPR and HTM/SFG20 guidance

Skills

CAFM management

Excel reporting

Data quality management

Stakeholder communication

Education

Bachelor's degree in Estates/Facilities Management/Engineering

Tools

CAFM concepts (Concept)

Planon

Maximo

Job description

Internal applicants only LWSW employees only

This post is available to LWSW employees only. Please do not sharethese details outside of the organisation.

37.5 hours per week.

The Livewell Southwest Estatesteam provide both planned and reactive maintenance to buildings across Plymouthand the surrounding area.

It is the responsibility of theEstates team to ensure that buildings are compliant with all currentlegislation and are kept in good condition to enhance the patient and staffexperience.

The post holder must be able towork independently and as part of the maintenance team.

The post holder will manage theirown allocated workload with limited direct supervision as circumstances requireon a day-to-day basis, demonstrating a high degree of autonomy whilst AuthorisedPerson (AP)plying policies and procedures relevant to the role.

The post holder will be requiredto foster good working relationships with customers, service users, managers,contractors and staff at all levels and at all times.

The post holder will be expectedto work across Livewell Southwest's main sites and satellite sites and will beavailable to assist in the adaptations to specialisedhealthcare services which facilitate progress on major capitalschemes and minor schemes of a more complex work content.

The post holder may be expectedto participate in the management on call rota for Estates and Facilitiesrelated matters.

Main duties of the job

The postholder will provide operational management of the Estates Helpdesk and act assystem administrator and subject matter expert for the Computer Aided Facility Management (CAFM) platform and associated businesssystems, ensuring services are delivered efficiently and in accordance withorganisational requirements Incorporated into this would be the delivery of the PlannedPreventative Maintenance (PPM) systems to support safe, compliant, andefficient Estates operations.

The post holder ensuresthe Computer Aided FacilityManagement (CAFM) environment accuratelyreflects the estate, assets and statutory maintenance regime, and that reliablemanagement information is available to decision-makers.

To lead the day-to-day delivery,maintenance and continuous improvement of the Estates CAFM and PPM systems for LivewellSouthwest; to provide accurate compliance evidence and operational insight; tocoordinate statutory PPM planning in collaboration with Estates Supervisors; totrain and support users; and to ensure alignment with Livewell policy,technical guidance, legislation and Health Technical Memoranda (HTM).

Tocomply with all relevant Health, Safety and Statutory legislation and seek applybest working practice at all times.

This role may not be eligible for sponsorship under the Skilled Worker route.

Livewell may close the job advertisement earlier than the specified deadline.

All staff are expected to be able and willing to work across a 7 day service.

About us

Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.

As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.

We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.

We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.

Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.

Job responsibilities

The post holder wouldhave ultimate responsibility for the management of the Estates Helpdesk, andspecialist ownership of the cloud based digital CAFM and Business Systems Act as system owner for the CAFM/PPMplatform (e.g., configuration, user roles, workflows, mobile working, forms).

Maintainthe asset data model, hierarchies, locations, and attribute sets; managedocument links to O&M manuals and certificates.

Defineand manage the PPM library, job plans, task frequencies and compliancechecklists in line with HTMs, SFG20 and Livewell SOPs [as Applicable].

Overseechange control, UAT and release management CAFM updates and integrations;maintain audit trails.

StatutoryCompliance & Planned Preventative Maintenance (PPM) Planning :

Coordinatethe scheduling and monitoring of statutory and mandatory PPM activities withEstates Supervisors and contractors.

Ensureevidence records (certificates, service sheets, RAMS, permits) are captured andstored in CAFM against assets and tasks.

Undertakedaily compliance posture checks within CAFM and BMS; investigate exceptions andescalate risks to Estates Management.

SupportWater Safety, Fire Safety, Asbestos and other risk groups with accurateregisters and action tracking via CAFM. Undertake AP/RP responsibility, as appropriate.

ReactiveMaintenance & Workflows :

Enablemobile work management for in-house and contractor teams; ensure robustupdates, closure codes and parts/labour capture.

Monitorperformance vs SLAs/KPIs; produce weekly operational summaries and exceptionreports.

DataQuality, Information Governance & Reporting :

Owndata quality frameworks (completeness, accuracy, timeliness); plan and deliverperiodic data cleansing and asset verification.

Ensurecompliance with information governance (UK GDPR), retention and auditrequirements for CAFM data.

Designand maintain dashboards and reports (compliance, statutory completion, overduetasks, reactive performance, risk, backlog).

Preparemonthly/quarterly reporting packs for Board and Executive Team; providecommentary and improvement actions.

Supporting theestates strategy and transformation programme through data driven insights fromCAFM system and BMS.

ContractorEnablement & Assurance :

Supportcontractor onboarding with CAFM (H&S documentation, competence, insurances)with Procurement/Finance.

EnsureRAMS, permits-to-work and completion documents are submitted and stored via thecontractor portal or equivalent.

Reviewcontractor performance data and chair/supply input to performance reviewmeetings with Estates Management.

Training,Guidance & Change Management :

Developrole-based training materials (quick reference guides, e-learning, toolboxtalks); deliver induction and refresher training.

Providefront-line support to users; resolve queries and liaise with vendor supportwhere required.

Leadchange adoption for new features/modules and site mobilisations; gatherfeedback and prioritise enhancements.

Projects& Interfaces :

Supportdata migration and mobilisation for new sites, refurbishments and capitalschemes (asset capture, barcoding/QR, O&M ingestion).

Workwith Digital/IT to maintain safe interfaces/integrations (Finance/Procurement,HR, BMS/IoT, room booking).

ContributeCAFM requirements to specifications, business cases and post-project benefittracking.

RiskManagement & Governance :

Maintainrisk logs for CAFM-related issues; propose mitigations and report via Estatesgovernance structures.

Ensurebusiness continuity arrangements for CAFM (backups, offline procedures,disruption playbooks) are documented and tested.

Participatein internal/external audits providing auditable evidence from CAFM.

Person Specification

Qualifications

• - Degree-level qualification in Estates, Facilities Management, Engineering, IT or a related discipline
• - Or equivalent experience, with evidence of CPD and knowledge acquired to postgraduate level or equivalent.

Additional Requirements

• - Ability to work with autonomy on the CAFM systems, BMS and Reporting
• - Work effectively as part of a maintenance team to provide an effective service to services that rely on Estates.
• - Ability to undertake repairs and maintenance in healthcare environment with minimum disruption to staff and patients.
• - Willingness to undertake further training as the needs of the job dictates.
• - Good customer care skills and understanding the needs of staff and patients.
• Ability to frequently travel independently and in a timely manner between Livewell Southwest sites and community locations including areas not served by public transport.
• - Self motivated, with determination.
• - Change champion; service design thinking.

Experience

• - Substantial experience administering or leading Computer Aided Facilities Management (CAFM) / Planned Preventative Maintenance (PPM) in a complex multi-site environment.
• - Delivering statutory maintenance schedules and compliance evidence.
• - Training end-users and producing management reports.

Specific Skills

• - Advanced use of Computer Aided Facilities Management (CAFM) modules (assets, Planned Preventative Maintenance (PPM), reactive, stores, contractor portal).
• - Strong Excel/reporting skills; data quality management; stakeholder communication and facilitation.

Knowledge

• - A good knowledge of IT systems, and experience of supporting the development and implementation of new systems.
• - Advanced knowledge and practical experience of working with CAFM systems eg. Concept, Planon, Maximo or equivalent.
• - Practical knowledge of health, safety and environmental regulations and how they apply to facilities management.
• - Knowledge of GDPR and data/information regulations.
• - Understanding of HTM/SFG20 guidance, PUWER/LOLER, water hygiene (L8/HTM04-01), fire safety records HTM05). Data governance and UK GDPR.

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.

Full-time,Part-time,Job share,Flexible working