Asset & Data Management Coordinator Job Details

Job Title: Asset & Data Management Coordinator

Posting Start Date: 01/12/2025

Job Id: 1979

School/Department: Estates & Facilities Management

Work Arrangement: Full Time (Hybrid)

Contract Type: Permanent

Salary per annum (£): £27,319.00 - £31,236.00

Closing Date: 15/12/25

The University of Sheffield is a remarkable place to work. Our people are at the heart of everything we do. Their diverse backgrounds, abilities and beliefs make Sheffield a world-class university.

We offer a fantastic range of benefits including a highly competitive annual leave entitlement (with the ability to purchase more), a generous pensions scheme, flexible working opportunities, a commitment to your development and wellbeing, a wide range of retail discounts, and much more. Find out more about our benefits (opens in a new window) and join us to become part of something special.

Overview

Working within the Estates & Facilities Management (EFM) Helpdesk team, you will provide high quality systems support to all colleagues across the Department. EFM Helpdesk uses several key IT systems to manage EFM activities and to ensure that the University operates a safe and secure estate. These systems are used to manage functions including property, space, estates maintenance, stock and access controls.

The Asset and Data Management Coordinator will play a key role in ensuring the efficient management of all University assets by supporting systems that track maintenance schedules, performance, and replacement cycles for critical infrastructure and equipment. You'll be responsible for ensuring the integrity of asset data within our systems. This includes rigorous data management to keep asset registers up-to-date and accurate. You will also provide support and suggest improvements to the systems that manage maintenance requests, work orders, and resource allocation, directly impacting the efficiency of the engineering and maintenance teams in addressing asset-related issues.

You will also provide expert advice and best practice on Helpdesk systems. You will be required to demonstrate a good understanding of the management of EFM activities and to advise on and recommend changes to system usage, improvements and the introduction of new business innovations. You will also be responsible for ensuring system and information integrity through rigorous data management, in addition to data analysis and provision of management information to support EFM business activities.

The Asset and Data Management Coordinator will also provide front line support and training for system users within EFM.

Main duties and responsibilities

Provide Service Support and assist with the continuous management of Helpdesk Requests made through Planon, CCure and EFM Key Requests.
Support EFM and Faculty users in the utilisation of management information, business intelligence reporting and analysis tools including live dashboard reporting.
Analyse and produce management information including statutory, legal, and key risk review activities, and financial reporting to support finance management of EFM.
Maintain a current knowledge of legislation appropriate to information systems, such as data protection, licensing and intellectual property, and ensure compliance for all asset-related data.
Provide specialist guidance and support through on-the-job training in the use of the system and its functions, acting as the main point of contact.
Identify individual training needs within EFM to improve system usage and maintain training records. Provide system training to users at all levels and continual training to improve system knowledge, with an emphasis on accurate asset data entry and management processes.
Proactively manage and maintain the University's comprehensive asset register within Planon and other relevant systems, ensuring accuracy, completeness, and consistency of all asset data, including location, condition, and maintenance history.
Implement and monitor data quality controls for all EFM systems, specifically for asset and service plan information, identifying and resolving data discrepancies and ensuring adherence to data governance standards.
Manage asset data and service plan information. Advise on format of data and best practice in conjunction with Senior Management to maximise service quality and efficiency.
Liaise and build relationships with internal customers, service providers and key stakeholders such as IT Services, Security Services and other system owners.
Use analytical problem solving to undertake system development, particularly in enhancing asset tracking and reporting capabilities.
Identify areas for and lead on system and process improvements ensuring change management processes are followed and recorded. Communicate system improvements and changes to key stakeholders and system users, especially those impacting asset data capture and analysis.
Ensure and maintain data accuracy and integrity held within each system, with a strong focus on reconciling asset inventory data with physical assets.
Carry out other duties, commensurate with the grade and remit of the post.

Person Specification

Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and is respected. Even if your past experience doesn't match perfectly with this role's criteria, your contribution is valuable, and we encourage you to apply. Please ensure that you reference the application criteria in the application statement when you apply.

Criteria	Essential or desirable	Stage(s) assessed at
Educated to GCSE level (or equivalent qualifications or experience)	Essential	Application
Previous experience of electronic systems administration and management	Essential	Application
Experience of data analysis and producing high quality reports	Essential	Application
Experience of communicating effectively with staff and internal / external customers	Essential	Application / Interview
Previous experience of working in an estates and facilities management environment	Desirable	Application
Have excellent written and oral communication skills including the ability to present complex information in a concise user friendly way	Essential	Application / interview
Excellent customer service skills, with experience of responding efficiently to data requests from customers and University departments	Essential	Application / interview
Ability to plan own work as well as work flexibly with schedules and priorities determined by other teams and colleagues within EFM	Essential	Application / interview
Ability to analyse and understand complex information and trends to identify areas of weakness or potential problems with an appreciation of longer-term implications	Essential	Application / interview
Ability to identify issues and explain them to others, including non-experts, and to work in partnership with colleagues within EFM and across the University to develop creative solutions to problems	Desirable	Application / interview
Ability to assess and organise resources and plan, prioritise and progress own work activities and meet deadlines	Essential	Application / interview
Ability to demonstrate excellent attention to detail, organisational skills and a calm professional approach	Essential	Application / interview

Further Information

Grade	5
Salary	£27,319 - £31,236
Work arrangement	Full Time
Duration
Line manager	Helpdesk and Systems Operations Manager
Direct reports	None
Our website	www.shef.ac.uk/efm
For informal enquiries about this job contact Jodie Finlay, Helpdesk and Systems Operations Manager on j.e.finlay@sheffield.ac.uk

Next steps in the recruitment process

It is anticipated that the selection process will consist of an interview. We plan to let candidates know if they have progressed to the selection stage within 2 weeks of the closing date. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact admin-engmain@sheffield.ac.uk.

Our vision and strategic plan

We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision (opens in new window).

What we offer

A minimum of 38 days annual leave including bank holiday and closure days (pro rata) with the ability to purchase more.
Flexible working opportunities, including hybrid working for some roles.
Generous pension scheme.
A wide range of discounts and rewards on shopping, eating out and travel.
A variety of staff networks, providing opportunities for social interaction, peer support and personal development (for example, Race Equality, LGBT+, Women’s and Parent’s networks).
Recognition Awards to reward staff who go above and beyond in their role.
A commitment to your development access to learning and mentoring schemes; Professional Services Shared Skills Framework.
A range of generous family-friendly policies
- paid time off for parenting and caring emergencies
- support for those going through the menopause
- paid time off and support for fertility treatment
- and more

More details can be found on our benefits page: sheffield.ac.uk/jobs/benefits (opens in a new window).

We are a Disability Confident Employer. If you have a disability and meet the essential criteria for this job you will be invited to take part in the next stage of the selection process.

We are a research university with a global reputation for excellence. Our ideas and expertise change the world for the better, making a real difference to society. We know that when people come together with different views, approaches and insights it can lead to richer, more creative and innovative teaching and research and the highest levels of student experience. Our University Vision (www.sheffield.ac.uk/vision) outlines our commitment to building a diverse community of staff and students that recognises and values the abilities, backgrounds, beliefs and ways of living for everyone.

Disability Confident Leader