Computer Aided Facilities Management (CAFM) & Information Systems Manager

Who are we?

South Western Railway (SWR) operates over 1,500 services each weekday across the network and employs more than 5,000 people. We provide easy and convenient mobility, connecting people and communities in South West London, southern counties of England, and the Isle of Wight.

Join our team and help us continue to improve quality of life, by bringing people together to get the most out of life.

SWR is part of FirstGroup, the largest rail operator in the UK and second largest bus operator in the UK outside London. FirstGroup operates services throughout the UK and Ireland, with over 30,000 employees providing services that make travel smoother and life easier. FirstGroup works hard to reduce its impact on the environment, introducing cleaner and more environmentally responsible methods of transport.

About the job

The role will maintain and support the implementation and development of the CAFM System (EAM), interfaces and Facilities Information systems to underpin the delivery of services and effectively manage building information for its property portfolio. The management of the systems, and the ability to demonstrate compliance in line with regulations and statutes is vital to support the Infrastructure and Property Portfolio.

Main responsibilities:

System Management:

• Overseeing the CAFM system and proficient in its application, ensuring it meets the needs of the organisation, including efficient and effective administration and regular updates and maintenance.
• Ensures that all PPM work is planned, assigned, and closed out correctly on the CAFM system (EAM), and that all reactive and corrective work is also raised, assigned and closed out correctly and within SLA.

Data Management:

• Collecting, analysing, and reporting on data related to facilities management, such as space utilisation, and maintenance schedules.
• Provides support in production and submission of data and information from the CAFM system and Facilities databases in the form of data analysis and regular reports to assist with projects, operational management, tendering, specifications, commissioning, and supervision of maintenance related activity.
• Ensure that all records, reports, and correspondence as required in the undertaking of the role are completed and maintained in line with regulatory, legislative, asset management and company procedures.
• Chase and collate information on new assets delivered by projects and ensure EAM is regularly updated to reflect the ever-changing asset portfolio.

Organisational

• To support the Station Facilities & Asset Manager ensuring the CAFM and facilities systems provide demonstrable, evidence-based reporting of all activity completed, ongoing and planned, thereby allowing the Infrastructure and Property Department to provide appropriate assurances that all statutory compliance and relevant codes of practice are being adhered to.
• To exchange compliance information with specialists and non-specialists both internally and externally to the business, ensuring that complex information is presented in the manner required to meet the target audience’s knowledge base.

Budgeting and Cost Control:

• Maintains oversight of CAFM system budget with remit to guard against overspend and ensure adherence to the company’s financial limits.
• Assisting in developing budgets for facilities operations and managing costs effectively.

Compliance and Standards:

• Ensuring that facilities management practices comply with relevant regulations, health and safety standards, and best practices.

Project Management:

• Leading or supporting facilities CAFM projects, from planning to execution, ensuring they are completed on time and within budget.

Stakeholder Management:

• Develop strong relationships throughout the Business with stakeholders and particularly with the Station Management Team. Represent the Infrastructure & Property Department as required.
• Responsible for liaison with the Key Supplier and SWR Systems Management Team for CAFM to coordinate any updates through additions, deletions, software updates or other changes as necessary or required to keep the data stored on it accurate and relevant.
• Acting as a point of contact for internal stakeholders regarding facilities issues, providing support and solutions as needed.

Strategic Planning:

• Contributing to the strategic development of facilities management practices within the organisation.

Other

• Maintains and regularly updates one’s own technical CAFM and Facilities Information Systems knowledge through PDP, attending training sessions and on-going learning, achieving and maintaining appropriate qualifications/experience.
• Suitable and sufficient understanding and application of various Microsoft Office products with the capability to extract a range of data and build reports using a selection of methods.
• Works with an ethos of continuous improvement, optimising system effectiveness and supporting, development and training those using systems and software as required.
• Provide administrative support to the Station Facilities Team as required.

You’ll need:

• Must have good written and verbal communication skills.
• High standards of general education and ideally with professional qualifications in CAFM or computer technology systems
• A thorough knowledge and experience in the use of CAFM and asset management reporting systems
• A sound knowledge of property management software tools and the operation of planned maintenance programmes e.g. SFG20
• Must have demonstrable experience of standard software programmes such as Microsoft Office Suite of products to include Office, Excel and word-processing software and have extensive experience of planned and reactive maintenance job tracking databases.
• Should have experience with performing various work activities which may be of a complex, demanding, routine or non-routine nature.
• Ability to interpret data and build reports using a range of techniques, data and information, working with a high degree of accuracy and attention to detail.

It would be benefitial if you have:

• Experience of working in the Rail or Building Industry and the effects of facilities in safety critical environments
• Experience of working in the Rail or Building Industry and the effects of facilities in safety critical environments

About the location

Basingstoke Campus, more commonly known as the ROC, is a state-of-the-art Operating Centre and training facility located a short walk from Basingstoke station. It is a shared facility with Network Rail and is the hub for all operations across the Wessex region. The office space and technology on site are modern with the added benefit of additional facilities including a gym & canteen.

Working pattern

On average, you will be working 37 hours per week across 5 days, typically, Monday – Friday.

The Reward

In return we offer a competitive salary and a variety of valuable benefits, including:

• Free duty and leisure travel on SWR services for employees
• Free leisure travel for spouse/partner and dependants (criteria dependent)
• 75% discount on many other train operating companies
• Full training and support with development
• Large range of exclusive retail offers
• Excellent pension scheme

We all belong at SWR. FirstGroup’s vision is to provide an inclusive environment for all colleagues, across its group of businesses, ensuring all candidates have an equal opportunity to access meaningful employment.

We value our differences such as age, gender, LGBTQIA+, ethnicity, religion, and disability. We maintain a zero tolerance towards any form of prejudice towards our colleagues, customers, and future talent.

We celebrate and encourage diversity of thought, progressive ways of working and seeing all our colleagues grow and thrive.

We review all roles and job descriptions to ensure they are accessible and, where possible, we support and provide flexible working options; we recommend that you refer to each vacancy description for further details.

If you require additional support to complete your application due to a disability or neurodivergent condition, for example, dyslexia, dyspraxia, or autism, please follow the links below. We encourage you to share any additional needs you may require so we can provide a fair and equal process for all who apply.

https://www.healthassured.org/blog/neurodiversity/

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