JOB DESCRIPTION

POST:System (Archibus) Developer & Space Coordinator

POST REF:

DEPARTMENT:Information Learning & Estates (ILE)

GRADE:6

REPORTING TO:Deputy Director

SUPERVISORY RESPONSIBILITY: None

JOB PURPOSE:

The Systems (Archibus) Developer plays a major role in supporting and providing enhancements to our Estates & Facilities system, ensuring that the Estatessystems and databases meet changing business needs and priorities and in preparation for returns reports and ensuring systems remains current in order to inform capital investment, long term & reactive maintenance planning.

The role will be integral to the planned expansion of Archibus,the creation of the development roadmap, and the promotion of Archibus use and functionality across the University as a key member of the Corporate Information Systems (CIS) Project Group. You will support wider University strategies in relation to systems, space management, and compliance, as well as working towards improving accountability and transparency through the recommendation and development of software solutions as a key member of relevant projects.You will be responsible for ensuring the smooth running of our existing Estates systems by providing specialist support and advice to users; coordinating and testing system upgrades; analysing and resolving technical problems; and liaising with external suppliers.

Working closely with key stakeholders across the University, and acting as technical and project lead, you will be responsible for the projectlife-cycle, from gathering customers’ requirements through to the analysis, design, build, testing and implementation of solutions.

You will also support the Directorate’s aims in relation to space management; analysing and evaluating space requirements, and making recommendations on utilisation of space through the creation of detailed space modelling, liaising with stakeholders and maintaining records on the system,managing office move requirementsand other space requests. You will be part of the Space Utilisation Project Group and work with stakeholders across the University to develop space management plans and policy.

Working closely with departments across the University, you will be responsible for the preparation of the HESA Estates Management Report, ensuring the collection and submission of all data and the subsequent preparation and presentation of reports to senior management.

DUTIES AND RESPONSIBILITIES:

  1. Lead on Estates system development projects, working closely with key stakeholders to ensure that appropriate solutions are developed that improve Estates management, reduce duplication in administrative processes.
  2. Preparation and analysis of the annual Estates Management Return to HESA, including liaising with cross-university management to ensure that data is collected, collated and submitted by the deadline date. Ensure the accuracy of estates data contributing to the University's KPI's by liaising with HESA and others.
  3. In collaboration with the Director and Deputy Director, present various options and make recommendations which underpin the space management decision making process.Use Archibus in the preparation of reports and option appraisals for space, providing information such as space layout drawings and data. Create space modelling scenarios in order to evaluate the feasibility of space requests, and use analysis to make recommendations.
  4. Produce agreed functional and technical specifications for system developments, ensuring full understanding and interpretation of the user requirements.Use initiative and creativity to design and evaluate suitable solutions, including in-house developments or procuring solutions from external suppliers.
  5. Coordinate and deliver training sessions for staff for new systems functionality, including writing appropriate training materials and user guides.
  6. Work in partnership with technical colleagues in ILE to design, test and implement data integrations between Archibus and other University systems.
  7. Use expertise and knowledge to provide help, advice, and technical support to other system users both in and outside the Directorate, by email, phone and in person. Understanding their needs and providing clear and accurate information on how to resolve their issues, using appropriate communication methods for the users level of knowledge and understanding.
  8. Investigate, diagnose and resolve complex system wide problems, identifying the extent of impact and liaising with key contacts in other departments to resolve issues efficiently, liaising with software suppliers as required.
  9. Coordinate the testing and roll out of system upgrades and updates, in liaison with ILS to agree dates and perform testing. Report bugs to the software supplier, and investigate new functionality.
  10. Work within all legal and regulatory frameworks relating to data management and security.
  11. Manage and authorise user access to the Archibus System, ensuring that user’s permissions align with their job role, maintaining integrity and security of the system.
  12. Engage with appropriate external networks including: attending conferences and events; and contributing to collaborative initiatives. Investigate and promote best practice at the MASS User Group, including delivering presentations and talks, and promote York St. John through the hosting of user events.
  1. In liaison with the Estates Operations Manager assist with maintaining information flow about Estates roles and responsibilities across the University, including maintaining Estates website pages.
  1. Maintenance of existing Access Card Control system and implementation of future developments, working alongside key stakeholders, including ILS and Registry.

plus

  • Any other duties as may reasonably be required.
  • Ensure that the highest standards of professional performance are maintained
  • Promote equal opportunities in the work of the department to include a commitment to the International Strategy of the University
  • Ensure compliance with relevant legislation and statutory codes of practice, as advised
  • Participate in the arrangements for performance review
  • Ensure that professional skills are regularly updated through participation in training and development activities
  • Ensure all University policies are implemented within the remit of this post

HEALTH & SAFETY

Under the Health & Safety at Work Act 1974, whilst at work, members of staff must take reasonable care for their own health and safety and that of any other person who may be affected by their acts or omissions.

PERSON SPECIFICATION

POST TITLE:Systems (Archibus) Developer & Space Coordinator

DEPARTMENT: ILE

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively.

REQUIREMENTS
The postholder must be able to demonstrate: / ESSENTIAL (E)
DESIRABLE (D) / MEASURED BY:
A Application form
I Interview
T/P Test/Presentation
EDUCATION/TRAINING
Education to degree level or other equivalent experience / E / A
KNOWLEDGE & EXPERIENCE
Experience of identifying and implementing process improvements / E / A, I
Knowledge and understanding of the administrative and business processes related to Estates management in the higher education sector / D / A, I
Knowledge of relational database principles / E / A, I, T
Experience of producing reports using MS Access (or other database reporting tool) / E / A, I, T
Experience of writing AutoCAD / D / A, I
Experience of working in a systems support or development role and providing support/advice to users. / D / A, I
Experience of delivering training or presentations to groups of people / E / A, I, P
Knowledge and experience of Space Management and utilisation / E / A, I, T
Experience of working with a complex information system at an advanced level (preferably Archibus) / E / A, I
Knowledge of software development methodologies and principles / E / A, I, T
Experience of designing, developing and implementing IT systems solutions / E / A, I
SKILLS/ATTRIBUTES (e.g. communication, interpersonal, decision-making, problem-solving, team player, reliable)
Excellent analytical and technical troubleshooting skills, with an aptitude for creative problem solving / E / A, I, T
Ability to manipulate and analyse large volumes of data with accuracy and meticulous attention to detail / E / A, I, T
Ability to quickly gain a working knowledge of new systems and technologies, e.g. TerminalFour / E / A, I
Ability to work on multiple projects simultaneously and handle conflicting demands / E / A, I
Excellent organisational skills, including the ability to plan and prioritise a varied workload and work under pressure. / E / A, I
Excellent verbal and written communication skills, in particular the ability to communicate technical information to non-technical audiences / E / A, I, P
Ability and willingness to undertake independent research and training to improve systems knowledge / E / A, I
Professional, diplomatic and confident in dealing with a wide range of people and situations / E / A, I
BEHAVIOURS
Behaviours will be tested at interview against the Contribution Framework (available on the recruitment web site under Our Culture & Values - Values & Principles)
Leading myself and others
Delivering a great service
Taking a professional approach
Working together as a team / E
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