Job summary
This is an exciting opportunity to join the Estates and Facilities Property Team as an Information Officer.
This full-time role will be based at the Nottingham City Campus in the Trust Headquarters building.
The post holder will collect and collate essential Trust wide property information, including divisional/departmental occupancy, updating site wide room functions, and ensuring the Trusts space management system is kept accurate at all times. The post holder with gather information to update CAD plans and provide any property related information required or requested by the EFM team or wider Trust.
Working as part of the Property team, the successful candidate will play a crucial role in delivering a high-quality service to the Property Team, providing support to the wider Estates and Facilities Division.
You will need to demonstrate excellent organisational skills and have an approachable manner. You must be able to multi-task and prioritise workloads and use your initiative. You will be proficient in IT skills such as Microsoft Office including, Word, Excel and Power Point.
Main duties of the job
To provide training, administrative, application, implementation and generation of reports for the Directorates Information/record systems and services to include (but non exhaustive) Crown T&A, CAFM, Bravo, DATIX, CASS and any manual record systems.
To provide expert advice for all staff and managers on the applications and systems detailed in the job description below.
About us
Nottingham University Hospitals NHS Trust is a large acute hospital spread across 3 sites in the City delivering excellent care to local residents.
Estates and Facilities cover a vast number of services and provides support to every area of clinical care. Patient centred care is at the forefront of everything we do.
Although we are a small team, the Property Team has extensive skills and experience over a very wide portfolio, information, workforce planning, systems, landlord and tenant, sustainability, Net Zero Carbon, CAD, Energy, Waste being some of the main areas of work but non exhaustive. We always strive to provide the best standards of service, this in turn has created an excellent team work ethic with patient care being at the core of our working principles.
Based on the City Campus but our services based across all our sites, we promote flexible working with a blended working from home arrangement.
Job description
Job responsibilities
Ensure that the Trusts master structural floor plans on the CAD system are up to date. Produce CAD drawings of buildings on site and others as required from the original plans. Alter drawings to take account of structural alternations or additions eg., pipe work runs, cable runs or the location of fire protection systems etc.
Supply copies of CAD drawings for all purposes as required and in connection with a wide variety of schemes.
Be responsible for ensuring the CAD/space management system databases holding information relating to all the rooms within the Trusts buildings are up to date as necessary due to alternations in the building stock, different data requirements etc. Record drawings from revenue and capital schemes. Supply reports on a regular basis as required.
Work on a variety of Trust IT systems including but not exhaustive to Space Management software and AutoCAD LT.
Provide appropriate information from the MICAD system in a timely manner to meet the information needs of the Directorate.
Support the information team in providing a full and comprehensive support service in the provision of appropriate MICAD and Property Systems carrying out training and competence testing of all end users to understand and use appropriate departmental information and space management systems.
Support the information team in the compilation and maintenance of departmental protocols and user manuals for MICAD and Property Systems and establish data entry audit trail and where necessary, make recommendations for corrective action.
Liaise with, advise and consult with directorate staff, Digital Services & external providers.
Participate in any development of Information Systems, assisting and undertaking special project work as required.
Ensure information flows and information asset registers are updated and valid.
Fault reporting/actioning as appropriate to identify and resolve a range of problems eg., software errors, data errors and reports.
Undertake adhoc requests for analysis of data using various procedures (Pivot Tables, VBA, Macros etc) to provide information for benchmarking and key performance indicators.
To provide training, administrative, application, implementation and generation of reports for the Directorates Information/record systems and services to include (but non exhaustive), Crown T&A, CAFM, Bravo, DATIX, CASS and any manual record systems.
To provide expert advice for all staff and managers on the above applications/systems.
To ensure the CAFM system is updated record drawings from revenue and capital schemes.
Act as the first point of contact for enquiries for end users.
To manage with the Property and Data Officer, requests for changes to the above systems in a timely and efficient manner.
To generate and provide the information required for Annual SIRO Report and other statutory returns.
To ensure the Directorates information flows and information asset registers are kept up to date and compliant with legislation and Trust Policies.
To ensure the Directorates website is up to date and changes made when required.
Work flexibly as part of the wider information team as and when required ensuring information governance processes are in place and records retained/disposed of in line with relevant legislation/policy. Undertaking any other duties that may reasonably be required
Job description
Job responsibilities
Ensure that the Trusts master structural floor plans on the CAD system are up to date. Produce CAD drawings of buildings on site and others as required from the original plans. Alter drawings to take account of structural alternations or additions eg., pipe work runs, cable runs or the location of fire protection systems etc.
Supply copies of CAD drawings for all purposes as required and in connection with a wide variety of schemes.
Be responsible for ensuring the CAD/space management system databases holding information relating to all the rooms within the Trusts buildings are up to date as necessary due to alternations in the building stock, different data requirements etc. Record drawings from revenue and capital schemes. Supply reports on a regular basis as required.
Work on a variety of Trust IT systems including but not exhaustive to Space Management software and AutoCAD LT.
Provide appropriate information from the MICAD system in a timely manner to meet the information needs of the Directorate.
Support the information team in providing a full and comprehensive support service in the provision of appropriate MICAD and Property Systems carrying out training and competence testing of all end users to understand and use appropriate departmental information and space management systems.
Support the information team in the compilation and maintenance of departmental protocols and user manuals for MICAD and Property Systems and establish data entry audit trail and where necessary, make recommendations for corrective action.
Liaise with, advise and consult with directorate staff, Digital Services & external providers.
Participate in any development of Information Systems, assisting and undertaking special project work as required.
Ensure information flows and information asset registers are updated and valid.
Fault reporting/actioning as appropriate to identify and resolve a range of problems eg., software errors, data errors and reports.
Undertake adhoc requests for analysis of data using various procedures (Pivot Tables, VBA, Macros etc) to provide information for benchmarking and key performance indicators.
To provide training, administrative, application, implementation and generation of reports for the Directorates Information/record systems and services to include (but non exhaustive), Crown T&A, CAFM, Bravo, DATIX, CASS and any manual record systems.
To provide expert advice for all staff and managers on the above applications/systems.
To ensure the CAFM system is updated record drawings from revenue and capital schemes.
Act as the first point of contact for enquiries for end users.
To manage with the Property and Data Officer, requests for changes to the above systems in a timely and efficient manner.
To generate and provide the information required for Annual SIRO Report and other statutory returns.
To ensure the Directorates information flows and information asset registers are kept up to date and compliant with legislation and Trust Policies.
To ensure the Directorates website is up to date and changes made when required.
Work flexibly as part of the wider information team as and when required ensuring information governance processes are in place and records retained/disposed of in line with relevant legislation/policy. Undertaking any other duties that may reasonably be required
Person Specification
Training & Qualifications
Essential
- GCSE English and Maths at Grade C level or above.
- NVQ Level 3 Business Administration Qualification or equivalent experience to demonstrate knowledge to this level.
- Competent use of computer software packages.
Experience
Essential
- Experience of Project Management.
- Experience of interpreting complex information to produce and distribute reports, summaries, worksheets and statistics.
- Experience and knowledge of working in a complex organisation.
- Knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint, Access, Crown T&A, DATIX, CASS, Sharepoint, CAFM and Bravo.
Desirable
- Previous experience of working with NHS electronic systems eg DATIX.
- Experience of IT systems and software programmes such as Crown T&A, CASS, Sharepoint, MiCAD, CAFM and Bravo.
- Data analyst experience.
Person Specification
Training & Qualifications
Essential
- GCSE English and Maths at Grade C level or above.
- NVQ Level 3 Business Administration Qualification or equivalent experience to demonstrate knowledge to this level.
- Competent use of computer software packages.
Experience
Essential
- Experience of Project Management.
- Experience of interpreting complex information to produce and distribute reports, summaries, worksheets and statistics.
- Experience and knowledge of working in a complex organisation.
- Knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint, Access, Crown T&A, DATIX, CASS, Sharepoint, CAFM and Bravo.
Desirable
- Previous experience of working with NHS electronic systems eg DATIX.
- Experience of IT systems and software programmes such as Crown T&A, CASS, Sharepoint, MiCAD, CAFM and Bravo.
- Data analyst experience.
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.