IT Asset Coordinator

Digital Solutions and Services

This position is responsible for the tactical management of software and technology-related hardware within the University.

Job details

Responsible to

IT Purchasing & Operations Manager

Location

Kedleston Road, Derby Campus

Closing date

Sunday 30 March 2025

Salary

£31,814 to £35,750 per annum (for exceptional performers, there is scope for further progression up to £41,113 per annum)

Job grade

ATOS 6

Reference

0455-24

Contract type

Permanent

Post type

Full-time

Adaptive working type

Hybrid
This role will be based on site, primarily in the named location with the opportunity to work remotely available in line with our Adaptive Working Framework.

We have one simple promise – to make a positive impact. Through our ground-breaking research, teaching excellence and commitment to sustainable living, we are changing lives for the better.

The University of Derby is a modern university with a modern outlook. Everything we do is driven by delivering excellence and opportunities for our students, our staff and our region.

We have some of the best university facilities in the UK and achieve outstanding results for our teaching and research and have been awarded Gold in the prestigious Teaching Excellence Framework (TEF) 2023 – making it one of the top universities in the country recognised for its outstanding student experience and student outcomes.

Financially strong and seriously ambitious we offer our employees an inclusive culture that centres itself around staff wellbeing, where you can be confident you will receive all the help and encouragement you need to build a rewarding career with lots of opportunities to enhance your skills.

Digital Solutions & Services are responsible for providing the digital platform to enable the best possible service to staff, students and stakeholders across the University and beyond. We take a collaborative approach to developing strategic goals to provide a diverse range of information technology and business services designed to support learning, teaching and research at the University of Derby.

Digital Solutions & Services are responsible for ensuring that the University’s IT capability is fit for purpose, future focused and able to protect, support and enhance the full breadth of services that will be delivered either on campus or digitally online with contributions across the department. We aim to assist students, teaching staff, support departments and collaborative partners to ensure we are making an impact on the University’s current and future digital landscape.  

This position is responsible for the tactical management of software and technology-related hardware within the University. This includes planning, recording and monitoring software licensing and/or hardware assets throughout their lifecycle (from acquisition through retirement), while ensuring compliance with University policies, accounting controls, vendor agreements, and industry regulations. You will also support the establishment and oversight of policies and procedures essential for effectively managing the IT asset management program, and assist in the development and execution of strategies to optimise technology spend across the University.

We are seeking an IT asset management professional with a strong understanding of hardware and software lifecycle management. The ideal candidate will have expertise in software licensing, compliance requirements, and cost optimisation strategies.

Demonstrable experience in developing and implementing IT asset management policies and processes is essential. Additionally, the role requires the ability to build automation workflows and maintain accurate asset inventories to enhance efficiency and accuracy.

If you have a detail-oriented mindset and a passion for optimising IT assets, we encourage you to apply!

  1. Asset Lifecycle Management: Will have oversight and help manage, the entire lifecycle of IT assets, including procurement, deployment, maintenance, upgrades, and disposal, ensuring proper documentation and adherence to policies.
  2. Asset Tracking: Maintain an accurate and up-to-date inventory of all hardware and endpoint software assets. This includes recording details such as purchase dates, locations, specifications, licenses, and warranty information.
  3. Procurement Support: Collaborate with the Digital Solutions and Services management team to streamline the acquisition of new hardware and endpoint software, ensuring compliance with budgetary constraints and company standards.
  4. Endpoint Software License Management (SAM/SAML): Manage software licenses to ensure compliance and optimize usage. This includes tracking license renewals, allocating licenses to users, and preventing unauthorised software installations, working in close liaison with the endpoint team.
  5. Hardware Maintenance and Support: Coordinate with vendors and internal teams for hardware maintenance, repairs, and replacements. Maintain records of maintenance activities and warranties.
  6. Disposal of Assets: Manage the secure and environmentally responsible disposal of retired IT assets, ensuring data wiping and compliance with relevant regulations.
  7. Reporting and Analysis: Develop and maintain regular reports on asset utilisation, cost, and compliance. Create dashboards to visualise key metrics and trends, providing insights to management for strategic decision-making.
  8. Identification of Underutilised Assets: Proactively identify and analyse underutilised hardware and endpoint software assets, recommending opportunities for reallocation, repurposing, or disposal to maximise value and reduce costs.
  9. Collaboration and Communication: Work closely with Digital Solutions and Services staff, management, and end-users to ensure smooth asset management processes and effective communication regarding asset-related issues.
  10. Policy Development and Enforcement: Contribute to the development and implementation of IT asset management policies and procedures. Ensure compliance with these policies throughout the organisation.
  11. Continuous Improvement: Stay up to date with industry best practices in IT asset management and identify opportunities for process improvement and automation.

Essential Criteria

Qualifications

  • Undergraduate degree or equivalent experience

Experience

  • Demonstrable experience in IT Hardware and Software Asset Management in a large-scale environment
  • Experience with asset management software and tools
  • Demonstrable experience of high service standards for IT Asset Management
  • Experience of challenging and escalating asset management lifecycle to drive efficiency and user experience
  • Experience in developing and implementing IT asset management policies and processes
  • Experience in building automation workflows and maintaining accurate asset inventories

Skills, knowledge & abilities

  • Strong understanding of hardware and software asset lifecycle management principles
  • Expert knowledge of software licensing, compliance requirements, and cost optimisation strategies
  • Proficiency in data analysis and reporting, including dashboard creation
  • Excellent communication and interpersonal skills
  • Attention to detail and accuracy
  • Strong organisational and time-management skills
  • Strong analytical skills and demonstrated problem solving skills
  • Good knowledge of IT services delivered within a corporate environment
  • Expertise in Microsoft Office

Business requirements

  • Ability to be flexible within the working pattern to meet the business needs, including out of hours work
  • Willingness and flexibility to travel and work between University sites in a cost effective and timely manner

Desirable Criteria

Qualifications

  • ITIL Version 4

Experience

  • Experience of supplier engagement
  • Experience of working with operational and technical teams to meet their needs within the asset management lifecycle

Skills, knowledge and abilities

  • Knowledge and experience of ensuring compliance with regulatory and organisational policy and guidelines
  • Knowledge of Change Management
  • Knowledge of Problem management
  • Generous annual leave entitlement of 38 days inclusive of bank holidays and concessionary days (pro rata)
  • Local Government Pension Scheme
  • Suite of holistic wellbeing benefits and support including family-friendly policies, generous sick pay provision and comprehensive Employee Assistance Programme
  • Access to a variety of staff discounts at high street retailers
  • Discounted onsite gym
  • Discounted access to Devonshire Spa
  • Cycle to Work scheme
  • A flexible working environment
  • A commitment to personal and professional development

Find out more about rewards and benefitsFind out more about rewards and benefits

For further information and informal enquiries regarding the role, please contact Jo Kearley, IT Purchasing and Operations Manager via j.kearley@derby.ac.uk

For enquiries regarding your application and for sponsorship eligibility, please contact the recruitment team via recruitment@derby.ac.uk.

Visa Sponsorship Eligibility

This role may be eligible for sponsorship by the University.

The offered salary for this role is less than the going rate for the occupation and the minimum salary threshold for the Skilled Worker route (£38,700 per annum). Therefore you will only be eligible to apply for a Skilled Worker visa subject to your individual circumstances which must meet one of the following criteria set out by UKVI:

  • Your job is on the Immigration Skills List
  • You’re under 26, studying or a recent graduate, or in professional training
  • You have a PhD level qualification that’s relevant to your job
  • You have a postdoctoral position in science or higher education

You must also meet the English Language requirement.

Please note that the University will assess your individual eligibility for sponsorship at the shortlisting stage.

For more information, visit Applying from Overseas.

 

Equity, diversity and inclusion

The University of Derby is committed to promoting equity, diversity and inclusion, regardless of age, disability, trans status, marriage and civil partnership, pregnancy and maternity, race, religion or belief (or none), sex and sexual orientation.

We are Disability Confident Employers, demonstrating our commitment to disability inclusion, and invite applicants to highlight adjustments they may require to ensure equitable participation in our recruitment processes.

Further, we are committed to ensuring an environment which is trans and non-binary-inclusive for all our staff, students, partners, and visitors, and continuously review our policies, guidance and training.

When applying to join the University, you can choose your preferred title, including the gender-neutral title 'Mx'. We also ask our candidates if they would like to share their preferred pronouns. This is voluntary but demonstrates our commitment to inclusivity for trans and non-binary candidates. Once employed, you can add pronouns and preferred names onto our system.

The University of Derby undertakes anonymised shortlisting during the staff recruitment process. This means that, when shortlisting, panel members will not be able to see an applicant’s name and will see an applicant number instead. This demonstrates the practical steps we are taking to remove barriers to recruitment by minimising the possible impact of our unconscious bias.

However you identify, we actively celebrate the knowledge, experience and talents each person brings. Our students come from a wide range of backgrounds; therefore we are particularly interested to hear from applicants who will help our leaders and teams be more reflective of our student population.

For more information on equity, diversity and inclusion at the University of Derby, please visit our website.

 

A university that celebrates you

Environmental Sustainability

At the University of Derby, we are passionate about embedding sustainability into everything that we do. We aim to bring environmental sustainability into all aspects of the University, including teaching, research and operational activities. In line with the University's strategic framework, we expect all our staff to embed sustainability into their working practices and support the University's objective to reach net zero carbon by 2040.

 

Environment and sustainability

Apply today to invest in your career with University of Derby.

How to apply

You can apply by submitting an online application. Once you have signed in or registered with us you will be able to begin your application. If you are creating an account for the first time, please ensure you provide an email address that you access regularly as this will be our main means of contacting you regarding your application.

The University reserves the right to close this vacancy early if we receive a high volume of applications. We encourage you to submit your application as soon as possible to avoid disappointment.

If you require any assistance, including the provision of any documentation in an alternative format, please contact the Recruitment team at recruitment@derby.ac.uk.

Please note all applications must be submitted online by Midnight GMT on the closing date of the vacancy.

Further details

Download IT Asset Coordinator job descriptionDownload IT Asset Coordinator job description

The University of Derby is committed to safeguarding and promoting the welfare of all our staff, students and children. At the University of Derby, safeguarding is everybody's concern.

Please find our Safeguarding pages including our Safeguarding Policy.