Cafm and Business Systems Manager

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.

Details

Date posted

14 October 2026

Pay scheme

Agenda for change

Band

Band 6

Salary

£39,959 to £48,117 a year

pa, pro-rata

Contract

Permanent

Working pattern

Full-time,

Part-time,

Job share,

Flexible working

Reference number

B9832-2026-MC-244

Job locations

Livewell Southwest

Mount Gould Hospital

Mount Gould

Plymouth

Devon

PL4 7QD

United Kingdom

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.

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.

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).

Additional information

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)

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)

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.

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.