Systems Implementation Project Officer (Estates)

Job Description

Role Purpose

The Systems Implementation Project Officer (Estates) will play a pivotal role in delivering a key estates improvement project - the implementation of our new digital estates management system - in line with the Trust's 2025-2030 Estates Strategy.

In this fixed-term role, you will ensure the Trust's estate data, compliance records, and asset information are complete, accurate, and ready to be maintained. You will work closely with the CFOO, school leaders, and site staff to gather, validate, and input information, producing reports and dashboards that will support informed decision-making and long-term planning.

A key focus of the role is the configuration and population of the new digital platform, along with supporting and training school-based colleagues to use the system confidently. Your work will lay the foundation for a fully centralised, technology-enabled approach to estates management across the Trust.

Ultimately, this role exists to deliver a successful system implementation that enables our school buildings and grounds to be managed more effectively - ensuring they remain safe, sustainable, and conducive to outstanding education, in line with our values of Opportunity, Challenge, and Integrity.

Key Responsibilities

System Implementation & Data Management

• Configure, test, and help roll out the Trust's new digital estates management platform.
• Gather, verify, and input asset, compliance, and maintenance data from all 12 schools.
• Organise and standardise data from multiple sources to ensure accuracy and consistency.
• Create system templates, categories, and workflows in line with the Trust's Estates Strategy.
• Compliance & Asset Tracking
• Upload and maintain records for statutory compliance checks (e.g. fire safety, water hygiene, asbestos management).
• Record and categorise building assets, plant, and equipment for tracking and lifecycle planning.
• Produce initial compliance and asset reports for the CFOO and senior leaders.

School Engagement & Support

• Liaise with headteachers, site staff, and administrative teams to collect and clarify required information.
• Provide introductory training and guidance to school-based colleagues on using the system.
• Act as a first point of contact for system-related queries during the implementation phase.

Project Delivery & Reporting

• Work to an agreed implementation timetable with clear milestones.
• Monitor progress and highlight risks or delays to the CFOO.
• Contribute to project review documentation, including lessons learned and recommendations for future system use.

Continuous Improvement

• Identify opportunities to streamline data collection and estates processes through the new system.
• Support the creation of standardised reporting formats for ongoing use by the Estates Manager.

Person Specification

Qualifications & Training

Essential

• Level 3 qualification (A-levels, BTEC, or equivalent) or relevant experience.
• Competence in using Microsoft Office applications, especially Excel, Word, and SharePoint.
• Willingness to undertake relevant training (e.g. health & safety awareness, data protection).

Desirable

• Degree or higher-level qualification in IT, business administration, facilities management, or related field.
• Training or certification in project support, data management, or compliance systems.

Experience

Essential

• Experience of working with digital systems or databases in an educational, business, or voluntary setting.
• Demonstrable ability to gather, organise, and accurately input data.
• Experience of working to deadlines and managing tasks effectively.

Desirable

• Experience of supporting a system implementation or IT project.
• Knowledge of estates, facilities, or health & safety compliance requirements.
• Experience of providing basic user training or support.

Skills & Knowledge

Essential

• Strong IT skills, with the ability to quickly learn new software.
• Excellent organisational skills with a high level of accuracy and attention to detail.
• Good written and verbal communication skills, able to work with people at all levels.
• Ability to prioritise tasks and manage own workload effectively.
• Analytical skills to interpret data and produce clear reports.

Desirable

• Understanding of the role of estates management in schools.
• Awareness of data protection and confidentiality requirements.

Personal Qualities

• Proactive, self-motivated, and keen to learn.
• Able to work independently and as part of a team.
• Professional and approachable, with a collaborative working style.
• Flexible and adaptable, willing to travel to Trust schools when required.
• Commitment to the Trust's values of Opportunity, Challenge, and Integrity.

Information about the School

🏆 Tes Trust of the Year 2025

Canonium Learning Trust is a charitable educational trust comprising a growing family of schools across Essex. We are proud to have been named "Tes Trust of the Year" (9 Schools or Fewer) in 2025, a national award that recognises excellence in education, innovation in leadership, and the power of community collaboration.

At the heart of our Trust is a shared belief that every child deserves the best possible education, regardless of the size or location of their school. We work relentlessly to nurture each child's potential and enthusiasm for learning, so that they leave our schools ready to embrace future challenges and make a positive contribution to society.

Our Purpose

We exist to create environments where pupils thrive and staff are empowered. Our work is guided by three core principles that define how our schools operate and collaborate:

Opportunity

We are committed to making the most of every opportunity to give our pupils an outstanding, inclusive, and well-rounded education. We work smartly, invest in staff development, and foster collaboration and shared learning across all our schools.

Challenge

We embrace challenge as a driver for improvement. We strike the right balance between school-level autonomy and trust-wide consistency, ensuring a clear focus on high-quality teaching and learning. Feedback, ambition, and a culture of continuous improvement underpin our approach.

Integrity

Integrity is at the core of how we lead, teach, and work together. We model fairness, respect, and open communication. We have the courage to do the right thing, take ownership of our actions, and hold ourselves and others to high standards - always with the best interests of children at heart.

If you're interested in joining a trust that is innovative, collaborative, and values-driven, and want to be part of a team recognised nationally for excellence, Canonium Learning Trust could be the right place for you.

🔗 Learn more about our Trust and current opportunities: www.canonium.org