Detailed job description and main responsibilities

• To assist the Estates Property Manager in all land law and property related matters, handling enquiries related to titles; covenants, conveyancing; easements and permission class use; attending regular meetings with the Trust’s Land and Property Solicitor.
• To undertake key tasks including, but not limited to: logging requests for space, maintaining accurate database information, locating space, negotiating release of space, planning moves, decant arrangements and implementing changes across sites within own area of responsibility.
• To be responsible for providing a dedicated, professional and efficient project management service and delivery of property and space utilisation projects, providing pragmatic solutions through research and collaborative discussions with a range of internal and external stakeholders. 
• To initiate and co-ordinate licence agreements and renegotiation where required and manage ad hoc room hire bookings ensuring an appropriate form of agreement is in place, maintaining a database of external venue hire agreements.
• To maintain regular dialogue with landlords and tenants, ensuring occupied properties are compliant with Health & Safety obligations as stipulated in the lease by requesting up to date copies of relevant risk assessments, surveys and safety certificates.
• To support the Property Manager as needed in any planning or decommissioning projects, including dilapidations, assisting with the acquisition and disposal process for land and property including managing the relationship with professional consultants and internal stakeholders. 
• Ensure all property related documents are uploaded onto the Estates Management Systems (EMS) and available for review by the appropriate Estates Officers. Train other members of staff on the EMS applications.
• Manage the organisation and planning of the department’s various property information database systems which includes: uploading new lease and licence information; diarising important events and ensuring the Property Manager is notified of key dates such as expiry dates, break clauses and rent review dates allowing sufficient time for contract re-negotiation. 
• Proactive management of processes relating to the Trusts financial management system (Integra), invoicing, authorising payments, preparation of purchase orders, finance reporting, new supplier forms and data analysis.
• Works collaboratively with Procurement to support the sourcing, negotiation, and management of small-scale contracts and purchases, ensuring compliance with organisational policies and value for money
• Responsible for developing and implementing systems and processes into standard operating procedures within own area of work, and supporting the property manager in the development and review of policies to ensure alignment with Trust objectives and regulatory requirements
• Utilises professional judgement to analyse, compare, and interpret complex data from multiple sources. Responsible for producing formal statistical reports for a wide range of stakeholders, using a spreadsheet functions and database tools to manipulate data and apply relevant formulae as required.
• Delivers training and guidance to colleagues and building occupants on systems and processes, ensuring understanding and effective application in line with organisational standards and operational requirements.
• Undertakes condition surveys and monitors the working environment of staff across Trust premises. Identifies and reports any discrepancies or failure points to the relevant landlord or estates team, ensuring issues are addressed in line with health, safety, and operational standards.
• To pro-actively provide support to the wider Estates team when required.
• To promote culture focused on education & change across the organisatio

This role is not eligible for sponsorship as per the Government’s UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas