Ref Number B28-00195 Professional Expertise Estates, Facilities, Accommodation and Safety Department Finance, Commercial and Estates (B28) Location London Working Pattern Full time Salary £36,433-£41,833 Contract Type Permanent Working Type Hybrid Available for Secondment No Closing Date 13-Mar-2026
About us
UCL’s estate is unique, rich in history, at the heart of London and diverse in use. Our 260 Buildings are predominantly located in Bloomsbury in Central London, but with several specialist satellite sites beyond that. The scale, variety and complexity of the estate are unparalleled within the sector. Data and technology play a key role within Estates. The Data Support Officer (PPM scheduler) will work with the Integrated Workplace Management System (IWMS) solution, supporting with the creation and regulation of data in line with organisational requirements and standardised internal processes.
About the role
This is an exciting role for a Data Support Officer (PPM scheduler) to work with the Integrated Workplace Management System (IWMS) solution, supporting with the creation and regulation of data in line with organisational requirements and standardised internal processes. The Data Support Officer will undertake a range of tasks to support the Asset and Planned Preventative Maintenance (PPM) business areas of the IWMS including maintaining accurate records, creating new assets within the system and maintaining the PPM schedules. Working closely with the relevant stakeholders within Estates to upload new assets to the IWMS and develop planned preventive maintenance schedules and support the maintenance of asset and PPM data in the IWMS to ensure data is current and reflect changes as the result of maintenance or project works.
Responsibilities
* Maintain accurate records within the IWMS related to assets and PPM data.
* Create new assets in the IWMS and manage asset data lifecycle.
* Develop and maintain planned preventive maintenance schedules.
* Upload new assets to the IWMS and coordinate with Estates stakeholders.
* Ensure data is current and reflects changes from maintenance or project works.
Qualifications
Things you'll need in order to do this job include:
* Understanding of estates management and its operations and stakeholders.
* Experience administering CAFM / IWMS or similar information systems with complex database structures (ideally Planon; other equivalent systems considered).
* Experience working in a complex environment with multiple stakeholders.
* Excellent PC skills, including advanced knowledge of Microsoft Excel, PowerPoint, Word and other MS Office applications.
* Strong data management skills with demonstrated ability to use data management tools (e.g., Excel).
The following qualifications and experience, although not essential, would be highly advantageous:
* Educated to degree level or equivalent experience.
* Practical experience of asset management and maintenance operation – understanding of SFG20 and ISO 55001 beneficial.
* Effective written and verbal communicator with the confidence to present to groups in remote and face-to-face settings.
* Ability to use business intelligence tools to organise and manipulate data (e.g., Tableau and PowerBI).
What we offer
As well as the exciting opportunities this role presents, we also offer some great benefits some of which are below:
* 41 days holiday (27 days annual leave, 8 bank holidays and 6 closure days).
* Additional 5 days’ annual leave purchase scheme.
* Defined benefit career average revalued earnings pension scheme (CARE).
* Cycle to work scheme and season ticket loan.
* Immigration loan and relocation support for certain posts.
* On-site nursery and on-site gym.
* Enhanced maternity, paternity and adoption pay.
* Employee assistance programme: Staff Support Service.
* Discounted medical insurance.
Visit https://www.ucl.ac.uk/work-at-ucl/rewards-and-benefits to find out more.
Equality, Diversity and Inclusion
Our commitment to Equality, Diversity and Inclusion: As London’s Global University, we know diversity fosters creativity and innovation, and we want our community to represent the diversity of the world’s talent. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are likely to be underrepresented in UCL’s workforce. These include people from Black, Asian and ethnic minority backgrounds; disabled people; and for our Grade 9 and 10 roles, women.
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