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CAFM Administrator

Requisition ID:  1165

Newcastle, GB

Contract Type:  Open Ended
Posted Date:  06-Nov-2019

We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.

Salary: £25,941 - £30,046 

Closing Date: 20 November 2019


Based within the Estate Support Service you will be responsible for providing administrative and technical support for the department’s facilities management software. 

Educated to A Level/BTEC National/NVQ Level 3 and with GCSE qualifications in English, Maths and/or ICT you will be proficient in the use of MS Office software and have a good working knowledge of computerised systems and their use within estate management as well as the ability to compile and deliver training material to a cross section of system users.  

The successful applicant will have experience of working in a similar technical support role including familiarity with record keeping and database systems along with excellent communication skills, meticulous organisational ability, accuracy and attention to detail as well as the ability to work with minimal supervision.

For informal enquiries please contact either Lynne Edis on 0191 208 6077, or Steve Lynn on 0191 208 6328,


The role

To provide administrative and technical support for the asset management system within Estate Support Service.

The System Administrator will develop, maintain and provide support for all ESS facilities management software systems including Planon, MiCad, Backtraq FM and all mobile devices used by ESS.


Key Accountabilities

  • Configure, administer and maintain the CAFM system ensuring consistency, accuracy and integrity of content through data cleansing, day to day system housekeeping and records archiving using best practice guidance.
  • Provide first line support to the users of the key systems providing expert advice and assistance, answering routine queries independently or referring as appropriate. 
  • Liaise with key users of the system both within and outside of ESS to ensure that maximum efficiency gains are achieved through the use of the software and to contribute to the design of processes and procedures to enable full use of the CAFM application to provide an enhanced staff and customer experience.
  • Monitor use of the system and liaise with process owners to continually improve processes through the use of automated functionality within the system.
  • Co-ordinate user acceptance testing for upgrades and new system functionality and coordinates any activity necessary in preparing for the release of new modules.  
  • Update and maintain training materials and user guides and provide one to one and group training sessions to enable staff to work efficiently and effectively within the systems.
  • Working with the Maintenance Team to be responsible for the recording and updating of all asset management information, creation of schedules and the
    provision of an integrated knowledge system for ESS.
  • Analyse data and assist in the provision of statistical information and reports including performance against KPI’s.
  • Be an active member of the relevant CAFM University user group building relationships at other institutions to enable information sharing on related issues and problems.
  • Work with the Estate Support Service Information Manager to ensure compliance with the University’s information security and records management policies for the effective management of business records.
  • Undertake any other duties as appropriate with regard to FM system administration.

The Person (Essential)

Knowledge, Skills and Experience

  •    Experience of computerised systems and their use within Facilities Management.
  •    Proficient in the use of Microsoft Office software.
  •    Experience of delivering high quality training.
  •    Working with relational databases and reporting systems.
  •    Experience of working with IT systems and an understanding of relational databases principles.
  •    Basic problem solving in computerised systems.
  •    Knowledge of FM helpdesk processes
  •    Experience of database administration supporting end users


Attributes and Behaviour

  •   Uses clear, concise and accurate communication, tailoring the approach accordingly and encouraging a two-way communication process.
  •   Manages time and resources by prioritising and organising effectively.
  •   Works collaboratively with others, plays a positive role in teams and grows relationships across the organisation where different skills, expertise and opinions are valued.
  •   Generates a range of viable options when problem solving and decides on an appropriate course of action that best fits organisation and area goals.
  •   Uses systems and tools to ensure records and audit trails are clear and up to date.
  •   Maintains flexibility in work plans to allow for changing circumstances.



  •    Qualified to A Level/BTEC National in computing or maths related subjects and/or a number of years relevant work experience


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains staff from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


Requisition ID: 1165