About this role
Job summary
Internal applicants only LWSW employees only
This post is available to LWSW employees only. Please do not share these details outside of the organisation.
37.5 hours per week.
The Livewell Southwest Estates team provide both planned and reactive maintenance to buildings across Plymouth and the surrounding area.
It is the responsibility of the Estates team to ensure that buildings are compliant with all current legislation and are kept in good condition to enhance the patient and staff experience.
The post holder must be able to work independently and as part of the maintenance team.
The post holder will manage their own allocated workload with limited direct supervision as circumstances require on a day-to-day basis, demonstrating a high degree of autonomy whilst Authorised Person (AP)plying policies and procedures relevant to the role.
The post holder will be required to foster good working relationships with customers, service users, managers, contractors and staff at all levels and at all times.
The post holder will be expected to work across Livewell Southwest's main sites and satellite sites and will be available to assist in the adaptations to specialised healthcare services which facilitate progress on major capital schemes and minor schemes of a more complex work content.
The post holder may be expected to participate in the management on call rota for Estates and Facilities related matters.
Main duties of the job
The post holder will provide operational management of the Estates Helpdesk and act as system administrator and subject matter expert for the Computer Aided Facility Management (CAFM) platform and associated business systems, ensuring services are delivered efficiently and in accordance with organisational requirements Incorporated into this would be the delivery of the Planned Preventative Maintenance (PPM) systems to support safe, compliant, and efficient Estates operations.
The post holder ensures the Computer Aided Facility Management (CAFM) environment accurately reflects the estate, assets and statutory maintenance regime, and that reliable management 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 Livewell Southwest; to provide accurate compliance evidence and operational insight; to coordinate statutory PPM planning in collaboration with Estates Supervisors; to train and support users; and to ensure alignment with Livewell policy, technical guidance, legislation and Health Technical Memoranda (HTM).
To comply with all relevant Health, Safety and Statutory legislation and seek apply best 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 description Job responsibilities
The post holder would have ultimate responsibility for the management of the Estates Helpdesk, and specialist ownership of the cloud based digital CAFM and Business Systems Act as system owner for the CAFM/PPM platform (e.g., configuration, user roles, workflows, mobile working, forms).
Maintain the asset data model, hierarchies, locations, and attribute sets; manage document links to O&M manuals and certificates.
Define and manage the PPM library, job plans, task frequencies and compliance checklists in line with HTMs, SFG20 and Livewell SOPs [as Applicable].
Oversee change control, UAT and release management CAFM updates and integrations; maintain audit trails.
Statutory Compliance & Planned Preventative Maintenance (PPM) Planning :
Coordinate the scheduling and monitoring of statutory and mandatory PPM activities with Estates Supervisors and contractors.
Ensure evidence records (certificates, service sheets, RAMS, permits) are captured and stored in CAFM against assets and tasks.
Undertake daily compliance posture checks within CAFM and BMS; investigate exceptions and escalate risks to Estates Management.
Support Water Safety, Fire Safety, Asbestos and other risk groups with accurate registers and action tracking via CAFM. Undertake AP/RP responsibility, as appropriate.
Reactive Maintenance & Workflows :
Optimise helpdesk-to-workflow processes (prioritisation, SLAs, triage approvals) to minimise response time and backlog.
Enable mobile work management for in-house and contractor teams; ensure robust updates, closure codes and parts/labour capture.
Monitor performance vs SLAs/KPIs; produce weekly operational summaries and exception reports.
Data Quality, Information Governance & Reporting :
Own data quality frameworks (completeness, accuracy, timeliness); plan and deliver periodic data cleansing and asset verification.
Ensure compliance with information governance (UK GDPR), retention and audit requirements for CAFM data.
Design and maintain dashboards and reports (compliance, statutory completion, overdue tasks, reactive performance, risk, backlog).
Prepare monthly/quarterly reporting packs for Board and Executive Team; provide commentary and improvement actions.
Supporting the estates strategy and transformation programme through data driven insights from CAFM system and BMS.
Contractor Enablement & Assurance :
Support contractor onboarding with CAFM (H&S documentation, competence, insurances) with Procurement/Finance.
Ensure RAMS, permits-to-work and completion documents are submitted and stored via the contractor portal or equivalent.
Review contractor performance data and chair/supply input to performance review meetings with Estates Management.
Training, Guidance & Change Management :
Develop role-based training materials (quick reference guides, e-learning, toolbox talks); deliver induction and refresher training.
Provide front-line support to users; resolve queries and liaise with vendor support where required.
Lead change adoption for new features/modules and site mobilisations; gather feedback and prioritise enhancements.
Projects & Interfaces :
Support data migration and mobilisation for new sites, refurbishments and capital schemes (asset capture, barcoding/QR, O&M ingestion).
Work with Digital/IT to maintain safe interfaces/integrations (Finance/Procurement, HR, BMS/IoT, room booking).
Contribute CAFM requirements to specifications, business cases and post-project benefit tracking.
Risk Management & Governance :
Maintain risk logs for CAFM-related issues; propose mitigations and report via Estates governance structures.
Ensure business continuity arrangements for CAFM (backups, offline procedures, disruption playbooks) are documented and tested.
Participate in internal/external audits providing auditable evidence from CAFM.
Person Specification
Qualifications Essential
- 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.
Desirable
IWFM qualification; PRINCE2/Agile; Vendor Computer Aided Facilities Management (CAFM) certification; HNC/HND.
Additional Requirements Essential
- 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.
Desirable
- Self motivated, with determination. - Change champion; service design thinking.
Experience Essential
- 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.
Desirable
NHS/Healthcare Estates experience; data migration projects; contractor performance management; audit liaison (CQC / Health Technical Memoranda (HTM) / ISO).
Specific Skills Essential
- 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.
Desirable
- SQL/report building; dashboard design; script/automation exposure. - Car driver
Knowledge Essential
- 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.
Desirable
- 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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Livewell Southwest
Address Livewell Southwest
Mount Gould Hospital
Mount Gould
Plymouth
Devon
PL4 7QD
United Kingdom
Employer's website https://www.livewellsouthwest.co.uk/ (Opens in a new tab)