Data Assistant - Temp Cover

Posted 27 February by Unitemps (Uni of Northampton)


PLANON is the specialised Computer Aided Facilities Management and Integrated Workspace Management software developed for Infrastructure Services and Estate management processes.

The overall purpose of the Integrated Workspace Assistant is to maintain and update Planon to support the day to day operations of Infrastructure Services ensuring optimal functionality for University wide user groups.

The post holder will be required to gather and compile a range of workspace data and interpret information to satisfy compliance and audit requirements. With reference to the Planon system, check data and be responsible for accurate and efficient data entry as well as transposing, entering and sorting University wide space data.

Duties and responsibilities

•To liaise with a range of Work Stream owners to continually improve processes through the use of automated functionality within the Planon system.
•To prepare for and maintain upgrade and release of new functionality/modules.
•To provide Planon guidance and training to system users and assist the System Manager ensuring effective use of Planon throughout the University.
•Assist with one to one and group training sessions to enable staff to work efficiently and effectively within the system
•Assist in the creation of User Manuals and ensure that they are published and maintained in the appropriate format
•Assist with User Acceptance Testing when business process or system functionality is changed
•Maintain an understanding of the integration between other departmental IT systems and Planon
•Assist in recording and updating all building, asset and service plan information to provide an integrated workspace system for the University
•Assist users in recording, monitoring and updating all maintenance issues and work requests to ensure efficient and accurate reactive maintenance systems
•Interpret user requirements and work with the supplier to suggest possible solutions
•Monitor and track Change Requests and assist IT Application and Project Teams with the release of new functionality and modules
•Assist the co-ordination of user acceptance testing of upgrades and updated functionality
•Provide a triage service for all reported system issues before escalating to 2nd line support
•Use problem solving skills to assess whether user error, technical issue or application issue before escalating appropriately.
•Analyse and evaluate data to make recommendations that aid strategic and operational decision-making related to changes in processes, procedures or new functionality
•Assist other users in the team to investigate queries and issues in the operation and use of associated systems
•Liaise with ICT regarding the resolution of technical issues and assist in managing supplier support of the system
•Maintain an understanding of the integration between other business systems and the Planon system, these include but not limited to, HR, timetabling and H&S records
•Liaise with key users in other teams/departments to investigate issues where processes cross departmental boundaries
•Keep abreast of PLANON User Group activity to impart and gain knowledge to improve use of the system within the University
•Design and produce management information from the PLANON system as requested by the IWM System Manager management, presenting information in a range of formats including presentations, written reports and face to face to all levels within the University
•Clearly explain complex issues, systems and processes to none PLANON users
•Assist with creation and development of processes and procedures to enable full use of PLANON to provide enhanced functionality to all Planon users within the University
•Be a point of contact within the team providing support in relevant business processes
•Assist with User Acceptance Testing when business process or system functionality is changed.

Skills and experience

Education to at least A level, or equivalent, including English, Mathematics
Customer Services qualification
Knowledge of computerised systems and their use within Facilities Management
Experience of training others in use of computerised systems
Experience of the administration of Helpdesk systems
Working knowledge of CAD systems
Advanced user of Word, Excel and MS Office systems
Ability to ensure key tasks are completed to specified deadlines
Good written and verbal communication skills with the ability to communicate at all levels
Ability to adapt to organisational change
Ability to adapt to technological advances in the workplace
Experience of training others in use of computerised systems
Experience of implementation of office systems IT systems
Excellent teamwork and cooperation, able to provide a responsive approach in a proactive environment, fostering good customer relations at all levels within the University
Self-confident able to challenge and question the status-quo politely and effectively


The University of Northampton - Park Campus

Reference: 34566740

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