Estates Digital Data Coordinator in Newcastle upon Tyne

Salary: £32,080 to £33,002 with progression to £34,610 per annum.

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

The Role

Are you enthusiastic about data, digital systems, and improving how organisations work? Do you enjoy helping others get the most from digital tools and information? Join the Estates and Facilities (E&F) department, where we support the smooth operation and continuous improvement of the University Campus. The department spans a range of services including Maintenance, Capital and Improvements, Sustainability, Security, Accommodation, Helpdesk, and Portering, across a large and complex estate of over 220 buildings on 24 sites. You will be part of the Information Management team, a team of six responsible for managing data and developing digital systems that support Estates and Facilities services.

About the role

As Estates Digital Data Coordinator, you will play a key role in maximising the effectiveness of our Computer Aided Facility Management (CAFM) system. You will support data management, system development, and user experience, collaborating closely with teams such as Maintenance and Improvements departments to ensure systems meet operational needs. You will maintain accurate estates data, support asset management processes, coordinate digital workflows, and improve system functionality. You will also support users, promote good system practices, and enhance reporting and data visualisation to aid decision-making. Your work will help ensure systems support both compliance and operational efficiency, reduce reliance on site‑based staff for system input and enable the Estates teams to focus on supervision and service delivery.

About you

You will have strong analytical and problem‑solving skills, along with excellent organisational abilities and the capacity to manage multiple priorities. You will take an initiative‑taking and collaborative approach, communicate clearly, and be committed to supporting colleagues. An interest in data, systems, and continuous improvement is essential. If this sounds like you, we would love to hear from you.

Key Accountabilities

• Work with Estates teams to maintain, update and validate estates data within the CAFM system, ensuring accuracy, completeness and consistency.
• Ensure correct use of data capture processes in day‑to‑day operations (e.g. reactive maintenance, minor new works, improvements and capital projects).
• Support the development and implementation of asset management.
• Ensure data integrity and accessibility of data for statutory compliant and non‑statutory asset management lifecycles (e.g. water assets, fire doors, asbestos and fire compartmentation).
• Contribute to the adherence and ongoing maintenance of digital data standards (e.g., Uniclass, COBie, or internal asset hierarchies).
• Collaborate with Information Management colleagues in testing and deploying workflows within the CAFM system to support Estates services (e.g. PPM schedules, asset management and compliance checks).
• Map business processes and translate operational requirements into system configurations.
• Identify opportunities for workflow optimisation and improved user experience.
• Support the development of new digital processes and enhancements, working with the CAFM System Administrator.
• Support the integration of new modules, mobile apps, and digital forms into Estates processes.
• Ensure users have a clear understanding of procedures and their role within the CAFM system.
• Collaborate with the Training and Project Co‑ordinator to support and train users of all levels of digital skills.
• Support training sessions and independently run one‑to‑one sessions.
• Act as a point of contact for all users regarding CAFM issues and queries.
• Provide user support, troubleshoot issues, and other guidance on accurate data entry and workflow processes, following established procedures and documentation.
• Communicate issues within the Information Management team, ensuring colleagues have a clear understanding of the problem and collaborate to problem solve.
• Produce standard and ad‑hoc reports for Estates teams, operations managers, and senior leadership.
• Ensure statutory compliance tasks are correctly recorded and reported within the system.
• Assist with the development of dashboards (e.g. Excel, Power BI) to support performance monitoring and KPI reporting.
• Provide analysis and insights from estates data to support strategic planning and compliance monitoring.
• Carry out tasks as the Operational & Maintenance manuals Gatekeeper: manage updates to manuals, track sign‑outs, and ensure integration with CAD drawings and network folders.
• Act as Gatekeeper for the Operational and Maintenance manuals library, managing updates, tracking sign‑outs, and ensuring all documentation (e.g. CAD drawings and asset data) is kept current following maintenance works and improvements/capital projects.
• Collaborate with CAD Technicians to ensure building drawings are accurately updated and issued promptly following works completed by the Estates departments.
• Support the CAFM System Administrator to issue, setup, and track mobile devices that support the CAFM system app.

The Person

Knowledge, Skills and Experience

• Experience working in system administration, document control or data coordination preferably within a large or multi‑department organisation.
• Strong working knowledge of CAFM systems (e.g. Planon), asset management, PPMs and statutory compliance (e.g. Water Assets, Fire Doors, Asbestos, Fire Compartmentation statutory compliance).
• Proficiency in data handling, validation, reporting and analysis.
• Strong communication skills and experience supporting system users.
• Ability to analyse processes and contribute to workflow improvements.
• Excellent attention to detail and commitment to data accuracy.
• Strong IT skills (e.g. Excel, reporting tools, databases).

Attributes and Behaviour

• Analytical mindset with a proactive approach to problem‑solving.
• Highly organised and able to manage multiple priorities effectively.
• Collaborative and responsive to the needs of operational teams.
• Committed to continuous improvement and adding value through data insights.
• Professional and accountable, with a strong sense of ownership over tasks.
• Adaptable to changing systems, processes, and departmental needs.
• Customer‑focused, ensuring timely and accurate communication with stakeholders.

Qualifications

Educated to HND or equivalent in a relevant discipline or substantial experience in process improvement, project management and creating reports from large complex data sets.

Additional information

Newcastle University is a global University where everyone is treated with dignity and respect. As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution. We are committed to being a fully inclusive university which actively recruits, supports and retains colleagues from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all of our employees and the communities they represent. We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population. At Newcastle University we hold a Gold Athena Swan award in recognition of our good employment practices for the advancement of gender equality. We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC. We are a Disability Confident employer and will offer an interview to disabled applicants who meet the essential criteria for the role as part of the offer and interview scheme. In addition, we are a member of the Euraxess initiative supporting researchers in Europe.