Job summary
To manage and maintain accurate records of all physical assets within the organisation, ensuring compliance with asset control processes and supporting operational efficiency. The role exists to safeguard asset integrity, optimise utilisation, and ensure compliance with governance standards.
Responsible for the verification, documentation, and lifecycle management of all estates-related assets, including replacements, relocations, and disposals. The postholder will liaise with multiple departments and external contractors to ensure accurate asset control.
To role model compassionate and inclusive leadership in order to shape the creation of a collective leadership culture within the trust. This means demonstrating a consistent leadership style which (a) engages, enables and empowers others (b) uses coaching to promote ownership of learning and quality improvement and (c) facilitates team working and collaboration within teams / departments and across organisational boundaries.
Please note we reserve the right to close this vacancy prior to the closing date once the required number of suitable applications have been received.
Main duties of the job
Support the asset verification process by conducting periodic audits and reconciling asset data against physical inventory.
Ensure compliance with organisational policies and statutory requirements for asset management.
Create and maintain formal documentation for all asset changes, including replacements, relocations, and disposals.
Implement a structured approval process for asset changes, ensuring justification and sign-off are recorded.
Provide training and guidance to all key stakeholders, including Estates & Facilities, Capital and external supply partners teams on asset control processes, including documentation standards and compliance requirements.
Develop user-friendly reference materials and SOPs for asset management procedures.
Track, review, and update all asset-related change requests to ensure compliance with control processes.
Maintain a centralised log of all requests and approvals for audit purposes.
Schedule and conduct periodic reviews of asset records to identify discrepancies.
Investigate and correct inconsistencies promptly, reporting findings to senior management.
Design and implement a formal mechanism (e.g., digital form or CAFM workflow) for logging asset changes.
About us
NHFM is a wholly owned subsidiary of Northumbria Healthcare NHS Foundation Trust. Established in 2012, NHFM provide specialist project management services for large and small capital developments, estates maintenance and a full range of facilities services. Carrying out facilities management for a state-of-the-art specialist emergency care hospital - The Northumbria, three general hospitals - North Tyneside, Wansbeck and Hexham hospitals - and a number of smaller community hospitals and clinic sites, we cover one of the largest geographical areas of any NHS trust in the country.
Work for us and you will be making a real difference to the NHS and the thousands of people who use our services each year. Visit our websitewww.nhfm.co.ukfor more information about who we are and benefits of working for us.
Job description
Job responsibilities
Identify discrepancies between physical assets and recorded data during audits.
Investigate root causes of inconsistencies, such as incorrect documentation, system errors, or unapproved changes.
Interpret technical asset specifications and compliance requirements.
Assess the impact of asset changes on operational efficiency, financial reporting, and regulatory compliance.
Evaluate and prioritise asset change requests based on necessity, cost-effectiveness, and compliance risk.
Make informed decisions on corrective actions for discrepancies, balancing operational needs with governance standards.
Recommend process improvements and digital solutions to enhance asset control mechanisms.
Develop and maintain an asset management strategy aligned with organisational goals and compliance requirements.
Forecast asset lifecycle needs, including replacements and disposals, to support long-term planning.
Schedule and coordinate periodic asset audits and reviews.
Organise training sessions for the Estates team on asset control processes.
Plan and implement digital workflows for asset change logging and approvals.
Arrange meetings with internal stakeholders (Estates, Finance, Procurement) to review asset status and compliance.
Liaise with external contractors for timely execution of asset changes.
Prioritise asset change requests based on urgency, cost, and compliance risk.
Allocate resources effectively to ensure timely completion of asset-related tasks.
Ensure accurate and timely documentation of all asset changes and audit findings.
Prepare reports for senior management to support decision-making.
Job description
Job responsibilities
Identify discrepancies between physical assets and recorded data during audits.
Investigate root causes of inconsistencies, such as incorrect documentation, system errors, or unapproved changes.
Interpret technical asset specifications and compliance requirements.
Assess the impact of asset changes on operational efficiency, financial reporting, and regulatory compliance.
Evaluate and prioritise asset change requests based on necessity, cost-effectiveness, and compliance risk.
Make informed decisions on corrective actions for discrepancies, balancing operational needs with governance standards.
Recommend process improvements and digital solutions to enhance asset control mechanisms.
Develop and maintain an asset management strategy aligned with organisational goals and compliance requirements.
Forecast asset lifecycle needs, including replacements and disposals, to support long-term planning.
Schedule and coordinate periodic asset audits and reviews.
Organise training sessions for the Estates team on asset control processes.
Plan and implement digital workflows for asset change logging and approvals.
Arrange meetings with internal stakeholders (Estates, Finance, Procurement) to review asset status and compliance.
Liaise with external contractors for timely execution of asset changes.
Prioritise asset change requests based on urgency, cost, and compliance risk.
Allocate resources effectively to ensure timely completion of asset-related tasks.
Ensure accurate and timely documentation of all asset changes and audit findings.
Prepare reports for senior management to support decision-making.
Person Specification
Essential
Essential
- Degree or equivalent experience in Facilities Management, Asset Management, or related discipline.
- Strong understanding of asset lifecycle management and compliance frameworks.
- Proficiency in CAFM systems and digital workflow tools.
- Excellent analytical, organisational, and communication skills.
Desirable
- Qualification in Project Management PRINCE2 Practitioner level or equivalent
Person Specification
Essential
Essential
- Degree or equivalent experience in Facilities Management, Asset Management, or related discipline.
- Strong understanding of asset lifecycle management and compliance frameworks.
- Proficiency in CAFM systems and digital workflow tools.
- Excellent analytical, organisational, and communication skills.
Desirable
- Qualification in Project Management PRINCE2 Practitioner level or equivalent
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
