Systems Analyst

Birmingham, Bristol, Manchester, Swindon

Job Summary

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 transformational programmes such as the Government Hubs Programme, Whitehall Campus Programme and Net Zero Programme, as well as delivering modern, cost-effective real estate service solutions.

Innovation and progress are at the heart of our behaviours. We foster a culture of lifelong learning, where curiosity and self-improvement are encouraged. And we’re dedicated to becoming a leading, inclusive employer both in the external market and throughout the Civil Service. Our strong emphasis on Equity, Diversity, and Inclusion (EDI) is not just about driving inclusion across our organisation, it is also about ensuring our services meet the needs of government departments and the civil servants who use our spaces.

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.

Job Description

Are you passionate about the future of smart buildings, digital transformation, and innovative workplace solutions? Join us as a Systems Analyst for Planon IWMS (Integrated Workplace Management System) and take the lead in transforming our workplace services through cutting-edge technologies such as Digital Twin, Building Information Modelling (BIM), IoT and much more! This is more than just a technical role - it’s an opportunity to shape the way we manage our spaces, assets, and services, driving efficiency, sustainability and net zero across the business. Adopting a user centric approach for enhancing the customer and visitor experience through intuitive digital interfaces and innovative workplace services.

Be part of a forward-thinking team dedicated to integrating Planon IWMS into our smart building infrastructure, delivering a seamless, data-driven experience for employees, customers, workplace managers, and visitors.

Why Join Us?

• Innovate the Future: Be part of a team shaping the future of workplace and smart buildings through cutting-edge digital solutions.
• Grow with Us: We offer continuous learning opportunities, including certifications in Planon, BIM, ISO 19650 and IoT technologies.
• Make an Impact: Contribute to sustainability and net zero efforts, operational efficiency, and workplace innovation at a national scale.
• Collaborative Culture: Work in a dynamic, inclusive environment where your ideas are valued and your contributions make a tangible impact.

This Planon IWMS Systems Analyst role is your opportunity to drive digital transformation and shape the future of smart buildings. Join us and be a part of a pioneering team, enabling next-generation workplace services and digital employee experience through IWMS, Digital Twin, BIM and IoT technologies.

Key Responsibilities

Planon IWMS Implementation - Transform the Workplace Services:

• Lead the design and implementation of Planon IWMS solutions that support the transformation of the workplace experience into digital, automated, and intelligent processes.
• Collaborate with key business stakeholders to define system requirements and translate them into technical specifications.
• Design and develop functional workflows within the Planon IWMS to support business processes.
• Implement Planon Digital Twin platform, enabling real-time visibility and predictive analytics for smart buildings operations.
• Collaborate with the BIM team to implement ISO 19650 and align workplace facility management data with building models, creating a holistic view of the workplace environment as part of Government Soft Landing (GSL) which covers from design to operating life cycle phases of a building.

System Configuration And Customisation:

• Configure the Planon IWMS modules to meet specific business requirements, ensuring proper integration with existing systems and processes.
• Manage and maintain the Planon IWMS platform, including the configuration of fields, forms, workflows, and user access control.
• Customise system functionalities, dashboards and reporting tools based on user requirements.

User Support And Training:

• Serve as the primary point of contact for troubleshooting system issues and resolving end-user queries related to the Planon IWMS.
• Develop and provide user training on system usage, new features, and best practices to ensure proper adoption.
• Create and maintain user manuals and training materials.

Testing And Quality Assurance:

• Conduct system testing to ensure the accuracy and reliability of system configurations, modifications, and updates.
• Collaborate with QA teams to create test plans and identify system defects.
• Ensure that system changes meet business needs and adhere to quality standards.

Documentation And Reporting

• Document system configurations, workflows, and customizations, ensuring that all system changes are properly recorded.
• Develop and maintain custom reports and dashboards for stakeholders using Planon’s reporting / dashboard tools.
• Provide regular reports on system performance, usage, and opportunities for improvement.

Continuous Improvement

• Stay updated on the latest Planon IWMS features, releases and best practices to ensure the system remains up to date and optimised.
• Proactively identify and recommend improvements to processes and system configurations to enhance system performance and efficiency.
• Work with Data and other departments to ensure system integrations are maintained and optimised.

Leverage IoT For Smart Buildings:

• Implement IoT-enabled solutions within Planon IWMS to connect smart sensors and devices for real-time monitoring of building systems, energy usage, and space optimisation.

Lead Digital Twin & BIM Integration:

• Support the development of a Digital Twin for our real estate portfolio by integrating Planon BIM Connector, creating a dynamic digital representation of physical spaces and assets.
• Ensure that asset, maintenance, and space management processes are aligned with BIM models for enhanced accuracy in planning, performance monitoring, and lifecycle management including compliance to ISO 19650 for information management.
• Drive continuous improvement by identifying opportunities to leverage digital twins and BIM in predictive maintenance, safety compliance, and energy optimisation.

Person specification

We encourage applications from people from all backgrounds and aim to have a workforce that represents the communities and wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and well-being and aim to create a sense of belonging in a workplace where everyone feels valued. The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service D&I Strategy.

Essential Criteria:

Experience & Technical Skills

• Track record of successfully delivering large-scale IWMS/CSM platform implementations, optimisations, and ongoing improvements.
• Deep understanding of Planon IWMS, ServiceNow CSM, and how these platforms can be leveraged to create best-in-class workplace and customer experience.
• Strong interpersonal and communications skills to lead discussions, gather feedback, and ensure alignment across multiple departments.
• Solid understanding of facilities management, space management, and asset management processes.
• Passion for smart buildings technologies, with experience in IoT, Digital Twin, and BIM integration.
• Strong analytical mindset, with the ability to transform data from multiple sources (IoT, sensors, etc.) into actionable insights for improving building performance.
• Strong problem-solving, troubleshooting, and analytical skills.
• Ability to manage multiple tasks and prioritise effectively in a fast-paced environment.

Desirable Criteria:

• Experience with SQL, database management, and report building within IWMS systems is a plus.
• Experience of using PowerBI to create dashboards.

Qualifications And Accreditations

Essential criteria:

• Bachelor’s degree in Information Technology, Computer Science, Facilities Management, or a related field.
• Experience working with Planon IWMS or other IWMS platforms (e.g. Archibus, TRIRIGA).
• Strong technical expertise in IWMS systems, including configuration, customisation, and system administration.

Desirable Criteria:

• ITIL Foundation certification.
• Planon certification is highly desirable.
• BCS Foundation Certificate in Digital Solution Development.

Qualifications

Bachelor’s degree in Information Technology, Computer Science, Facilities Management, or a related field.

Behaviours

We'll assess you against these behaviours during the selection process:

• Working Together
• Managing a Quality Service
• Changing and Improving
• Delivering at Pace

Technical skills

We'll assess you against these technical skills during the selection process:

• Customer Perspective
• Commercial Acumen
• Property Market Knowledge
• Innovation

Alongside your salary of £41,055, Government Property Agency contributes £11,893 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• Generous annual leave

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths, Experience and Technical skills.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the communities and wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and well-being and aim to create a sense of belonging in a workplace where everyone feels valued. The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service D&I Strategy.

Sift

The sift is due to take place week commencing 5th May 2025.

As part of the application process you will be asked to complete a CV. Further details around what this will entail are listed on the application form.

Interview

GPA policy is for interviews to be held face to face, with virtual interviews only by absolute exception. The date and location will be confirmed if you are invited to interview. If you feel this will be a problem for you, please contact recruitment@gpa.gov.uk to discuss prior to submitting your application.

At interview, applicants will be scored against 4 behaviours - Managing a Quality Service, Changing & improving, Working Together, and Delivering at Pace.

Interview questions will be a blend of Behaviour, Experience, Strength and Technical (core skill) questions.

Please note that an additional 30-minute discussion with the hiring manager may be scheduled following the interview, depending on the applicant pool's strength.

Further Information

A reserve list may be held for a period of 12 months from which further appointments can be made.

Any move to Government Property Agency from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare; for further information visit the Childcare Choices website.

Reasonable Adjustment

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.

If you need a change to be made so that you can make your application, you should:

Contact Government Recruitment Service via gparecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.

Complete the ‘Assistance required’ section in the ‘Additional requirements’ page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.

If successful and transferring from another Government Department a criminal record check may be carried out.

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf.

However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading.

For further information on National Security Vetting please visit the Demystifying Vetting website.

New entrants are expected to join on the minimum of the pay band.

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.

This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.

GPA policy is for interviews to be held face to face, with virtual interviews only by absolute exception. The date and location will be confirmed if you are invited to interview. If you feel this will be a problem for you, please contact recruitment@gpa.gov.uk to discuss prior to submitting your application.

Please note: in addition to the standard pre-employment checks for appointment into the Civil Service, all candidates must also obtain National Security Vetting at Security Check (SC) clearance level for this vacancy. You will normally need to meet the minimum UK residency period as determined by the level of vetting being undertaken, which for SC is 5 years UK residency prior to your vetting application. If you have any questions about this residency requirement, please speak to the vacancy holder for this post.

Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment.

A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5 year period following a dismissal for carrying out internal fraud against government.

Feedback will only be provided if you attend an interview or assessment.

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths, Experience and Technical skills.

Security

Successful candidates must undergo a criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check. See our vetting charter.

People working with government assets must complete baseline personnel security standard checks.

Successful candidates must undergo a criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check. See our vetting charter.

People working with government assets must complete baseline personnel security standard checks.

Nationality requirements

This Job Is Broadly Open To The Following Groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service.

Further information on nationality requirements

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

This vacancy is part of the Great Place to Work for Veterans initiative.

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job Contact :

• Name : Tanveer Hirani
• Email : Tanveer.Hirani@gpa.gov.uk

Recruitment team

• Email : gparecruitment.grs@cabinetoffice.gov.uk

Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact HR@gpa.gov.uk.

If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission.