Job summary
We are seeking a highly organised and proactive Asset Management Co-ordinator to join our Digital team. Based on site five days a week, you will be responsible for managing the full lifecycle of our digital devices from receipt and secure storage through to delivery, collection, and disposal. A key part of your role will involve maintaining and updating our Configuration Management Database (CMDB), ensuring asset records are accurate and reporting regularly against them. You will monitor stock levels, support audits, and work closely with colleagues across the Digital Directorate. This role is ideal for someone with excellent organisational skills, a customer-focused approach, and a passion for effective asset management.
Main duties of the job
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Manage the full lifecycle of digital devices, including receipt, storage, delivery, collection, and secure disposal.
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Maintain, update, and report against the Configuration Management Database (CMDB) to ensure all asset records are accurate and up to date.
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Monitor stock levels and coordinate with relevant teams to ensure availability of devices.
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Maintain accurate asset tracking and allocation records using approved digital tools.
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Support and participate in asset audits, taking corrective action where discrepancies are identified.
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Control and manage access to the central Digital store.
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Work closely with other Digital teams and stakeholders to ensure smooth operational processes.
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Manage escalations effectively.
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Build positive working relationships with colleagues, customers, and suppliers.
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Support the implementation of asset management policies, procedures, and best practices.
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Take responsibility for own professional development and keep up to date with relevant IT and asset management knowledge.
About us
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of mental health, learning disability, neurodevelopmental and drug and alcohol services in Surrey and North East Hampshire. We support people of all ages and are passionate about providing high quality care that is delivered at the right time as close to home as possible to help people recover and stay well.
We are one of the top 10 mental Health, Learning Disability and Community Trust to work for nationwide. Our Trust is an inclusive and supportive employer that offers a wide range of staff networks, flexible working, free parking and excellent health and wellbeing support. We also provide a wide range of opportunities to help staff develop and progress.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast. Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach. For international travel, both Gatwick and Heathrow airports are nearby.
Please note that we reserve the right to close posts as soon as sufficient applications are received.
Regrettably, due to UK Home Office requirements we cannot offer sponsorship for all our job roles.
Applicants must have the right to work in the UK for the duration of the role.
We look forward to receiving your application!
Job description
Job responsibilities
As Asset Management Co-ordinator, you will play a vital role in ensuring the efficient and accurate management of our digital devices across the Trust. Working on site five days a week, you will oversee the full asset lifecycle, from receipt and secure storage through to delivery, collection, and disposal. You will be responsible for maintaining and updating the Trusts Configuration Management Database (CMDB), ensuring all asset records are accurate, up to date, and reported against in line with policy.
Working closely with colleagues across the Digital Directorate, you will monitor stock levels, support audits, and take corrective action where required. You will control access to the central Digital store, maintain accurate asset tracking records using approved tools, and ensure compliance with asset management policies and procedures.
The role requires excellent organisational skills, a customer-focused approach, and the ability to communicate effectively at all levels. You will provide customers with regular updates, manage escalations, and build strong working relationships across teams. You will also take responsibility for your own professional development, keeping up to date with relevant IT and asset management practices.
Job description
Job responsibilities
As Asset Management Co-ordinator, you will play a vital role in ensuring the efficient and accurate management of our digital devices across the Trust. Working on site five days a week, you will oversee the full asset lifecycle, from receipt and secure storage through to delivery, collection, and disposal. You will be responsible for maintaining and updating the Trusts Configuration Management Database (CMDB), ensuring all asset records are accurate, up to date, and reported against in line with policy.
Working closely with colleagues across the Digital Directorate, you will monitor stock levels, support audits, and take corrective action where required. You will control access to the central Digital store, maintain accurate asset tracking records using approved tools, and ensure compliance with asset management policies and procedures.
The role requires excellent organisational skills, a customer-focused approach, and the ability to communicate effectively at all levels. You will provide customers with regular updates, manage escalations, and build strong working relationships across teams. You will also take responsibility for your own professional development, keeping up to date with relevant IT and asset management practices.
Person Specification
Qualifications
Essential
- Good standard of Education
- A* - C GCSE in English Language and mathematics or equivalent
- NVQ Level 4
- ITIL Foundation certification.
Desirable
- Working towards additional recognised qualifications
- Evidence of continuous professional development in IT asset management, ITIL, or digital services.
- Educated to degree level or equivalent experience in IT, Information Management, Business Administration, or a related discipline.
- Membership or certification from a relevant professional body such as BCS, IAITAM, or Federation for Informatics Professionals (FED-IP).
Knowledge & Experience
Essential
- Proven experience in asset management or facilities management, preferably in a similar role as an asset co-ordinator.
- Strong knowledge and understanding of asset management principles, processes, and best practices.
- Experience maintaining asset registers or configuration management databases (CMDBs).
- Experience in managing and maintaining a diverse range of physical assets, such as equipment, machinery, or infrastructure.
- Supporting with providing staff with equipment, and handling returns
- Demonstrable ability to monitor SLA (Service Level Agreement) progress against targets, reporting as necessary and taking action to resolve exceptions.
- Ability to work to demanding timescales.
- Ability to record detail accurately.
- Able to assess, prioritise and manage own workload with little to no input from management
- High level of IT literacy, particularly Microsoft Excel (e.g., lookups, pivot tables, data validation), Word, and PowerPoint.
Desirable
- Familiar with SABP (Surrey and Borders Partnership), its mission, objectives and culture.
- Understanding of NHS environments and systems.
- Experience in asset management - Keeping accurate records
- Experience performing collections and deliveries across multiple sites including home addresses
- Proven experience coordinating digital asset management across the lifecycle--from procurement to decommissioning.
- Experience supporting compliance with NHS Digital, NHS England, or Information Governance (IG) standards.
- Familiarity with procurement processes, including NHS Supply Chain, frameworks (e.g., G-Cloud, SBS), and supplier liaison.
- Ability to produce accurate and meaningful reports for audits, service reviews, or financial forecasting.
Communication/ relationship
Essential
- Excellent interpersonal and communication skills with all levels and types of staff.
- Able to communicate effectively to users who use our service, informing them of drop offs and collections before arriving and considering the overall user experience
- Substantial customer liaison experience.
Planning/ organisational
Essential
- Experience of multitask working.
- Proven ability to organise self, prioritise work effectively and to deliver to tight deadlines.
- Able to work under pressure with changing and sometimes conflicting priorities, with limited supervision.
- Able to work flexibly and in partnership with others.
- Capacity for independent working.
- Organisation of assets like laptops, mobiles and other digital stock
- Management and organisation of a store location
Desirable
- Awareness of digital sustainability initiatives and green IT policies.
- Familiarity with NHS audit requirements related to IT assets (e.g. NHS Audit Commission, NHSE reviews).
ITSM
Essential
- Experience using a CMDB (Configuration Management Database)
- Experience with a Digital Ticketing System
- Demonstratable experience and understanding of PC peripherals i.e., webcam, headsets, docking stations, screens....
Desirable
- Experience using Office 365 apps like Excel, Word, Outlook etc.
Physical
Essential
- Advanced Keyboard Skills.
- Full Driving License.
Desirable
- Experience with NHS barcode scanning systems, fixed asset audits, or GS1 standards.
Abilities
Essential
- Reliable under pressure.
- Able to enthuse and motivate others.
- Attention to detail and accuracy.
- Able to quickly learn new applications, requests, and processes
- Strong sense of accountability and professional integrity
Desirable
- Proactive, motivated, and adaptable approach to supporting NHS digital priorities.
Emotional
Essential
- Enthusiastic and self-motivated.
Desirable
- Able to manage indirect exposure to distressing or emotional circumstances on rare occasions.
Working conditions
Essential
- On-site 5 days a week
- Working in the stock room managing assets
- Will have access to a desk and equipment
- Exposure to unpleasant working conditions or hazards will be rare.
- Required to travel to other sites and venues.
Person Specification
Qualifications
Essential
- Good standard of Education
- A* - C GCSE in English Language and mathematics or equivalent
- NVQ Level 4
- ITIL Foundation certification.
Desirable
- Working towards additional recognised qualifications
- Evidence of continuous professional development in IT asset management, ITIL, or digital services.
- Educated to degree level or equivalent experience in IT, Information Management, Business Administration, or a related discipline.
- Membership or certification from a relevant professional body such as BCS, IAITAM, or Federation for Informatics Professionals (FED-IP).
Knowledge & Experience
Essential
- Proven experience in asset management or facilities management, preferably in a similar role as an asset co-ordinator.
- Strong knowledge and understanding of asset management principles, processes, and best practices.
- Experience maintaining asset registers or configuration management databases (CMDBs).
- Experience in managing and maintaining a diverse range of physical assets, such as equipment, machinery, or infrastructure.
- Supporting with providing staff with equipment, and handling returns
- Demonstrable ability to monitor SLA (Service Level Agreement) progress against targets, reporting as necessary and taking action to resolve exceptions.
- Ability to work to demanding timescales.
- Ability to record detail accurately.
- Able to assess, prioritise and manage own workload with little to no input from management
- High level of IT literacy, particularly Microsoft Excel (e.g., lookups, pivot tables, data validation), Word, and PowerPoint.
Desirable
- Familiar with SABP (Surrey and Borders Partnership), its mission, objectives and culture.
- Understanding of NHS environments and systems.
- Experience in asset management - Keeping accurate records
- Experience performing collections and deliveries across multiple sites including home addresses
- Proven experience coordinating digital asset management across the lifecycle--from procurement to decommissioning.
- Experience supporting compliance with NHS Digital, NHS England, or Information Governance (IG) standards.
- Familiarity with procurement processes, including NHS Supply Chain, frameworks (e.g., G-Cloud, SBS), and supplier liaison.
- Ability to produce accurate and meaningful reports for audits, service reviews, or financial forecasting.
Communication/ relationship
Essential
- Excellent interpersonal and communication skills with all levels and types of staff.
- Able to communicate effectively to users who use our service, informing them of drop offs and collections before arriving and considering the overall user experience
- Substantial customer liaison experience.
Planning/ organisational
Essential
- Experience of multitask working.
- Proven ability to organise self, prioritise work effectively and to deliver to tight deadlines.
- Able to work under pressure with changing and sometimes conflicting priorities, with limited supervision.
- Able to work flexibly and in partnership with others.
- Capacity for independent working.
- Organisation of assets like laptops, mobiles and other digital stock
- Management and organisation of a store location
Desirable
- Awareness of digital sustainability initiatives and green IT policies.
- Familiarity with NHS audit requirements related to IT assets (e.g. NHS Audit Commission, NHSE reviews).
ITSM
Essential
- Experience using a CMDB (Configuration Management Database)
- Experience with a Digital Ticketing System
- Demonstratable experience and understanding of PC peripherals i.e., webcam, headsets, docking stations, screens....
Desirable
- Experience using Office 365 apps like Excel, Word, Outlook etc.
Physical
Essential
- Advanced Keyboard Skills.
- Full Driving License.
Desirable
- Experience with NHS barcode scanning systems, fixed asset audits, or GS1 standards.
Abilities
Essential
- Reliable under pressure.
- Able to enthuse and motivate others.
- Attention to detail and accuracy.
- Able to quickly learn new applications, requests, and processes
- Strong sense of accountability and professional integrity
Desirable
- Proactive, motivated, and adaptable approach to supporting NHS digital priorities.
Emotional
Essential
- Enthusiastic and self-motivated.
Desirable
- Able to manage indirect exposure to distressing or emotional circumstances on rare occasions.
Working conditions
Essential
- On-site 5 days a week
- Working in the stock room managing assets
- Will have access to a desk and equipment
- Exposure to unpleasant working conditions or hazards will be rare.
- Required to travel to other sites and venues.
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.
