Estates CAFM Implementation Lead

Exeter; Exeter; Hybrid; GBP 39,000 - 48,000; Full time

Benefits offered by this job

Flexible working arrangements

Generous annual leave

Competitive pension schemes

Health and wellbeing support

Family-friendly policies

Sustainability initiatives

Vibrant campus environment

Job summary

University of Exeter is seeking an Estates CAFM Implementation Lead to coordinate the Estates workstream of the CAFM implementation and support business change activities for adoption across teams.

The role is campus-based with hybrid working, requiring presence on Streatham campus multiple days per week and collaboration with Estates, IT, and external suppliers to deliver a complex system rollout.

Qualifications

• Experience delivering complex CAFM/IWMS implementations.
• Strong stakeholder engagement and change management capabilities.
• Ability to coordinate cross-functional teams and dependencies.

Responsibilities

• Coordinate business process design for Estate Services with the Business Systems Lead.
• Prepare and validate asset, contractual and operational information for implementation.
• Drive data preparation, testing, user acceptance, training, and readiness activities.
• Collaborate with the Invida team to test and adopt new processes.
• Conduct system administration and user configuration as knowledge grows.
• Maintain momentum through cutover, go-live and early adoption.

Skills

Project coordination

Stakeholder engagement

Data preparation

Change management

Delivery planning

Tools

Invida CAFM

IWMS

Job description

About The Role

Estates CAFM Implementation Lead

This full-time post is available immediately on a 15 month fixed-term basis.

The starting salary will be from £43,482 per annum on Grade F, depending on knowledge, skills and experience.

This role is campus-based and offers the opportunity for hybrid working where compatible with operational requirements. The successful candidate will normally be expected to work on the Streatham Campus for a minimum of three days per week, and more frequently where required to support key project, implementation and stakeholder activities.

About the role

Do you enjoy taking a complex project, creating clarity and making sure it gets delivered? Are you the person who brings the right people together, turns uncertainty into action and keeps delivery moving when timescales are challenging?

Estate Services is replacing the core Computer-Aided Facilities Management (CAFM) system that supports maintenance, statutory compliance, assets, contractors, helpdesk services, stores, space management and other day-to-day Estates activities. We have selected Invida as our new platform and are now moving into implementation.

We are seeking a hands-on Estates CAFM Implementation Lead to coordinate the Estates workstream of the implementation and support the associated business change activities needed to ensure successful adoption across operational teams.

You will lead the day-to-day Estates implementation, working alongside the IT Project Manager who will manage the technical delivery workstream. You will work closely with Estates subject matter experts, the Helpdesk, maintenance and engineering teams, the Digital Estates team, IT Business Analysts, solution architects and the Invida implementation team.

Your role will be to ensure the Estates side of the project is organised, progressing and ready for adoption. You will maintain plans, coordinate activities, remove blockers, manage risks and dependencies, support decision making and ensure colleagues and suppliers have the information they need to deliver successfully.

Key responsibilities include:

• Coordinating business process design and documentation across Estate Services alongside the Business Systems Lead.
• Working with Estates colleagues to identify, prepare and validate the asset, contractual and operational information required for implementation.
• Driving data preparation and validation, testing, user acceptance activities, training, business change and operational readiness.
• Working closely with the Invida implementation team to review and test the solution and ensure agreed processes are understood and adopted.
• Undertaking appropriate system administration and user-level configuration as knowledge of the system develops.
• Maintaining momentum through cutover, go-live and early adoption, escalating issues where delivery is at risk.

This is a highly collaborative role involving workshops, stakeholder engagement, problem solving and regular interaction with operational teams. You will spend time working with people, not just plans, and will need to be visible, approachable and willing to work through detail where required to achieve successful delivery.

This is an opportunity to help shape how Estate Services manages maintenance, assets, compliance, contractors, space and customer requests, rather than simply implementing a new software platform. The new CAFM system will sit at the heart of how Estates operates and will support significant improvements in the way services are delivered across the University.

About You

Previous experience of CAFM systems is desirable but not essential. We welcome applications from candidates who have delivered complex systems implementations and business change in Estates, Facilities Management or related environments. Experience of Integrated Workplace Management Systems (IWMS) and other enterprise systems would be advantageous.

We also welcome applicants from adjacent sectors who can demonstrate successful delivery of complex systems implementations and business change programmes. Experience of enterprise systems such as Enterprise Resource Planning (ERP), Customer Relationship Management (CRM), Software as a Service (SaaS), finance or Human Resources systems may also be transferable.

The successful candidate will be able to demonstrate:

• Experience of delivering complex projects, systems implementations or business change programmes.
• Excellent organisational skills and the ability to manage multiple priorities in a fast-paced environment.
• The ability to work effectively with senior stakeholders, technical specialists, suppliers and operational colleagues.
• Strong communication and stakeholder engagement skills.
• Experience managing risks, issues, dependencies and competing priorities.
• A collaborative and pragmatic approach, with the confidence to challenge constructively when required.
• The ability to learn quickly, build trusted relationships and maintain momentum through delivery.
• Experience working with multidisciplinary, matrix-managed teams and external suppliers.
• An understanding of Agile, Lean, project management or other structured delivery approaches and the judgement to apply them proportionately.

Working arrangements

The successful candidate will normally be expected to work on the Streatham Campus for a minimum of three days each week, and more frequently where required to support workshops, stakeholder engagement, implementation activities and key project milestones. You may also be required to work across other University campuses and work flexibly at key stages of the project.

Please ensure you read the Job Description and Person Specification for full details of this role.

Further Information

For an informal discussion about the role, please contact Helen Wallace at [e-mail] or 07850 151482

About the University of Exeter

The University of Exeter is a Russell Group university with a large and diverse community of students and colleagues. Estate Services is responsible for the strategic planning, development, operation and maintenance of the University's estate and physical infrastructure. This project is a key part of improving the systems and processes that support those services.

The University offers a range of benefits, including:

• Flexible working arrangements where the requirements of the role allow.
• Generous annual leave entitlement and bank holidays.
• Competitive pension schemes.
• Health and wellbeing support.
• Family-friendly policies.
• A strong commitment to sustainability.
• A vibrant campus environment with a wide range of facilities and services.

The University is committed to inclusive, fair and merit-based recruitment and welcomes applications from people from all backgrounds and experiences.

About The Division

Finance, Infrastructure and Commercial Services

This post sits within Finance, Infrastructure and Commercial Services (FICS), the professional services division which encompasses departments in Finance, Estate Services (Built Environment/Capital Development/Estate Maintenance), Sustainability and Commercial Services (Accommodation/Catering & Retail/Grounds/Security/Events/Facilities Management).

FICS is responsible for driving commercial revenue and providing customer facing and behind the scenes services that ensure the University of Exeter functions at the highest levels through the provision of a safe, healthy and fully functioning campus. FICS supports the enhancing of the student and staff experience and allows the University to focus on high quality learning and research to deliver impactful and meaningful outcomes that makes a difference to the world.

About Us

You can read more about our current accreditations and commitment to Equality, Diversity and Inclusion here, including our commitment to the Armed Forces Covenant.

Why our colleagues love working here

• Flexible working opportunities and leading parental leave initiatives
• Generous annual leave (39 - 41 days including bank holidays)
• Competitive pension contributions
• A genuine dedication to supporting the health and wellbeing of all colleagues - see initiatives here
• Sustainability and the environment being at the heart of what we do

How we can help

If you're considering applying and need support to do so, please get in touch with us at [e-mail]. You can request reasonable adjustments within your application or by contacting us. You can also choose to be considered under our Disability Confident Scheme and find out here how this is managed during our recruitment and onboarding process.