Systems Administrator - Planon IWMS

Government Recruitment Service; Manchester; On-site; GBP 35,000 - 50,000; Full time

Job summary

A UK government agency is seeking a Planon IWMS Systems Administrator to manage and optimize the Integrated Workplace Management System. You will be crucial in enhancing workplace efficiency through digital solutions and automation while ensuring compliance and security in operations. Ideal candidates should have strong skills in IT service management tools like JIRA and Confluence, with opportunities for professional development in emerging technologies.

Benefits

Professional development opportunities

Diversity and inclusion initiatives

Flexible working environment

Qualifications

• Experience managing IT service management (ITSM) tools.
• Strong troubleshooting skills related to system issues.
• Knowledge of security policies and role-based access control.

Responsibilities

• Act as the first point of contact for incident management.
• Configure and optimize Planon IWMS platform.
• Monitor compliance and provide insights on usage metrics.

Skills

JIRA

Confluence

ITIL v4

Planon IWMS

IoT

Education

Relevant IT degree or equivalent experience

Tools

Salesforce

Microsoft 365

ServiceNow

Job description

Overview

The Government Property Agency is the largest property holder in government, with more than £2.1 billion in property assets and over 55% of the government’s office estate. We are transforming the way the Civil Service works by creating great places to work, leading the largest commercial office programme in the UK, working towards halving carbon emissions from government offices, and achieving greater value for taxpayers. And we are looking for innovative, solutions-focused people to join our team.

Representing the best covenant in the UK – His Majesty’s Government – we are leading significant transformational programmes such as the Government Hubs Programme, Whitehall Campus Programme and Net Zero Programme. We are also delivering cost-effective property services such as asset management, lifecycle replacement and workplace services.

Innovation and progress underpin our behaviours. We foster a culture of lifelong learning, where curiosity and self-improvement are encouraged. Our four core values are at the heart of everything we do. They shape our culture and guide how we work, lead and grow together:

• Striving for excellence - We always aim to deliver great results
• Empowering through respect - We insist on fair treatment for all, always
• Acting with integrity - We consistently do the right thing
• Succeeding together - We rely on each other to achieve success

Join our dynamic and diverse team that leads with purpose, improving sustainability, nurturing social value, driving inclusivity and flexibility, and kickstarting economic growth. We are driven by purpose, and you can be part of it too: where you make a meaningful impact; where you influence; where your voice really matters; where you help to shape our future direction.

The GPA is committed to representing the communities we serve by making Diversity, Equality and Inclusion part of everything we do.

To ensure that we are always recruiting and retaining a diverse mix of talent, we are particularly inviting applications from candidates who are disabled, ethnically or gender diverse, and people who identify as being part of the LGBTQ+ community.

Digital Workplace Experience

Are you passionate about smart buildings, workplace transformation, and cutting-edge digital solutions? As a Planon IWMS Systems Administrator, you will play a pivotal role in shaping the future of intelligent workplaces by managing and optimising the Planon Integrated Workplace Management System (IWMS).

In this role, you will be the first point of contact for incident, problem, change, and request management and use JIRA Software, JIRA Service Management (JSM) and Confluence to manage the requests. You will ensure seamless operations across customers, partners, suppliers, and employees. You will oversee system configuration, environment management, release management, and compliance monitoring, while enabling Digital Twin, BIM, IoT, and workplace engagement technologies. You will also be required to manage and administer other corporate systems such as JIRA, Confluence, ServiceNow, Salesforce and Microsoft 365.

Growth & Development

We don’t just offer a job, we offer a career path. As part of your role, you will:

• Gain hands-on experience with emerging technologies in smart buildings, Digital Twin, BIM, and IoT.
• Work with industry leaders in facility management, IT, and real estate digital transformation.
• Have opportunities for professional certifications in ITIL v4, Planon IWMS, cybersecurity, and automation.
• Be part of a team that values creativity, problem-solving, and continuous improvement.

The Future You’ll Help Build

• Sustainable and efficient workplaces through data-driven insights and automation.
• Seamless digital experiences for employees, customers, and partners.
• Secure and scalable enterprise platforms that support smart facility management.

Key Responsibilities

IT Service Management (ITSM) and Service Operation

• Act as the first point of contact for incident, problem, change, and request management related to the Planon IWMS. Log all tickets on JIRA Software and JIRA Service Management (JSM).
• Perform initial triage, troubleshooting, and escalation for system-related issues.
• Ensure timely resolution of service requests following ITIL v4 best practices.

System Administration, Environment Management and Release Management

• Configure, maintain, and optimise the Planon IWMS and other key platforms to support business needs.
• Manage environment and system upgrades/releases, ensuring smooth implementation of system upgrades/patches and sprint releases.
• Implement and test new functionalities, patches, and updates while maintaining system stability.

Role-Based Access Control (RBAC) & Security

• Design and maintain role-based access control (RBAC) to ensure secure, compliant, and user-specific access for employees, partners, suppliers, and customers.
• Provision user access, create, manage and maintain user authorisation.
• Monitor and enforce security policies aligned with identity management best practices.

Compliance, Auditing & Reporting

• Create system audit and compliance dashboards to track user activity, data access, and security events.
• Ensure the system meets regulatory and organisational compliance standards.
• Provide insights into space utilisation, asset performance, and workplace experience through advanced reporting.

Smart Workplace & Digital Transformation

• Enable integrations with Digital Twin, 3D BIM and 2D CAD Drawings, IoT (Internet of Things), Workplace Engagement Apps and other smart buildings technologies to enhance user experience.
• Collaborate with workplace experience teams to develop mobile and web-based engagement platforms.
• Support automation and predictive analytics to drive workplace efficiency and optimisation.