Digital Asset Management Coordinator

Job description

Job responsibilities

As Asset Management Co-ordinator, you will play a vital role in ensuring the efficient and accurate management of our digital devices across the Trust. Working on site five days a week, you will oversee the full asset lifecycle, from receipt and secure storage through to delivery, collection, and disposal. You will be responsible for maintaining and updating the Trusts Configuration Management Database (CMDB), ensuring all asset records are accurate, up to date, and reported against in line with policy.

Working closely with colleagues across the Digital Directorate, you will monitor stock levels, support audits, and take corrective action where required. You will control access to the central Digital store, maintain accurate asset tracking records using approved tools, and ensure compliance with asset management policies and procedures.

The role requires excellent organisational skills, a customer-focused approach, and the ability to communicate effectively at all levels. You will provide customers with regular updates, manage escalations, and build strong working relationships across teams. You will also take responsibility for your own professional development, keeping up to date with relevant IT and asset management practices.

Person Specification

Qualifications

• Good standard of Education
• A* - C GCSE in English Language and mathematics or equivalent
• NVQ Level 4
• ITIL Foundation certification.

• Working towards additional recognised qualifications
• Evidence of continuous professional development in IT asset management, ITIL, or digital services.
• Educated to degree level or equivalent experience in IT, Information Management, Business Administration, or a related discipline.
• Membership or certification from a relevant professional body such as BCS, IAITAM, or Federation for Informatics Professionals (FED-IP).

Knowledge & Experience

• Proven experience in asset management or facilities management, preferably in a similar role as an asset co-ordinator.
• Strong knowledge and understanding of asset management principles, processes, and best practices.
• Experience maintaining asset registers or configuration management databases (CMDBs).
• Experience in managing and maintaining a diverse range of physical assets, such as equipment, machinery, or infrastructure.
• Supporting with providing staff with equipment, and handling returns
• Demonstrable ability to monitor SLA (Service Level Agreement) progress against targets, reporting as necessary and taking action to resolve exceptions.
• Ability to work to demanding timescales.
• Ability to record detail accurately.
• Able to assess, prioritise and manage own workload with little to no input from management
• High level of IT literacy, particularly Microsoft Excel (e.g., lookups, pivot tables, data validation), Word, and PowerPoint.

• Familiar with SABP (Surrey and Borders Partnership), its mission, objectives and culture.
• Understanding of NHS environments and systems.
• Experience in asset management - Keeping accurate records
• Experience performing collections and deliveries across multiple sites including home addresses
• Proven experience coordinating digital asset management across the lifecycle--from procurement to decommissioning.
• Experience supporting compliance with NHS Digital, NHS England, or Information Governance (IG) standards.
• Familiarity with procurement processes, including NHS Supply Chain, frameworks (e.g., G-Cloud, SBS), and supplier liaison.
• Ability to produce accurate and meaningful reports for audits, service reviews, or financial forecasting.

Communication/ relationship

• Excellent interpersonal and communication skills with all levels and types of staff.
• Able to communicate effectively to users who use our service, informing them of drop offs and collections before arriving and considering the overall user experience
• Substantial customer liaison experience.

Planning/ organisational

• Experience of multitask working.
• Proven ability to organise self, prioritise work effectively and to deliver to tight deadlines.
• Able to work under pressure with changing and sometimes conflicting priorities, with limited supervision.
• Able to work flexibly and in partnership with others.
• Capacity for independent working.
• Organisation of assets like laptops, mobiles and other digital stock
• Management and organisation of a store location

• Awareness of digital sustainability initiatives and green IT policies.
• Familiarity with NHS audit requirements related to IT assets (e.g. NHS Audit Commission, NHSE reviews).

ITSM

• Experience using a CMDB (Configuration Management Database)
• Experience with a Digital Ticketing System
• Demonstratable experience and understanding of PC peripherals i.e., webcam, headsets, docking stations, screens....

• Experience using Office 365 apps like Excel, Word, Outlook etc.

Physical

• Advanced Keyboard Skills.
• Full Driving License.

• Experience with NHS barcode scanning systems, fixed asset audits, or GS1 standards.

Abilities

• Reliable under pressure.
• Able to enthuse and motivate others.
• Attention to detail and accuracy.
• Able to quickly learn new applications, requests, and processes
• Strong sense of accountability and professional integrity

• Proactive, motivated, and adaptable approach to supporting NHS digital priorities.

Emotional

• Enthusiastic and self-motivated.

• Able to manage indirect exposure to distressing or emotional circumstances on rare occasions.

Working conditions

• On-site 5 days a week
• Working in the stock room managing assets
• Will have access to a desk and equipment
• Exposure to unpleasant working conditions or hazards will be rare.
• Required to travel to other sites and venues.

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.

Employer details

Employer name

Surrey and Borders Partnership NHS Foundation Trust

Address

Trust Headquarters

18 Mole Business Park, Randalls Road

Leatherhead

KT22 7AD

Employer's website

https://www.sabp.nhs.uk/working-for-us