Estates Coordinator

NHS Property Services have a fantastic opportunity for an Estates Coordinator in Kent. The role attracts a salary of £30,000- £45,000 & 27-Days Holiday.

Please note this is a mobile role which will require you to visit multiple sites.

Supporting the Senior Estates Manager, the purpose of this role is to ensure that local site services meet the needs of colleagues, patients, and visitors within NHS Property Services premises in accordance with policies and procedures, legislation, and statutory requirements.

The Estates Coordinator will be responsible for the co-ordination of in-house/outsourced services in a facilities service provision across a portfolio of properties.

Team Contributors play an important role at NHSPS. They work collaboratively with colleagues across the business who deliver for our customers and who keep the business running smoothly. Typically, they are responsible for the delivery of defined elements of the strategy and operating plans.

Their remit includes:

- Communicating key messages to team members about work plans and priorities, cascading organisational information to keep them connected to what is happening in the wider business
- Contributing to the development of local strategies and plan
- Role modelling the values and behaviours and setting the cultural tone of the team
- Engaging and collaborating with managers across the business
- Embracing and embedding change and other organisational initiatives
- Tackling inefficiencies and driving continuous improvement
- Embracing, adopting, and embedding technology to enable business outcomes
Key Responsibilities
- Planning and co-ordination of activities in a portfolio of properties including managing tenant liaison, chair meetings, briefings, or training sessions. Reviewing actions and ensure timely updates are provided to customers on any issues.
- Respond appropriately to issues as they arise, ensuring work is delivered within agreed Service Level Agreements (SLAs)
- Manage a selection of contracted services in the assigned portfolio and ensuring that contractors work in accordance with NHSPS SLA's and policies and procedures.
- To co-ordinate a program of regular inspections and checks with service teams and contractors to include building audits and compliance activities. Produce reports and ensure any actions are identified and risks are mitigated
- Responsible for the management of security issues across the sites, including reporting and investigation of incidents, security audits, plan developing, implementing and reporting on action plans resulting from audits.
- To identify risks and take the necessary actions and reporting through appropriate mechanisms.
- Responsible to the Senior Estates Manager for overseeing the reporting and monitoring of progress for all maintenance, repairs, health & safety, and compliance issues
- Work with the Senior Estates Manager to ensure adequate continuity of service is in place to maintain the delivery of services in the event of any adverse incidents
- Ensure that property information is managed and updated in the building database and ensure the appropriate recharge of all costs to tenants
- Maintain the asset registers for the properties
- Act as the occupier liaison contact for any new works carried out in the premises
- Responsible for the day-to-day purchase to pay process for your portfolio within budget
- Where appropriate (eg. PFI) ensure that all contractual requirements are being met and schedules are being carried out and monitored
This role will require you to demonstrate the following Experience, Capabilities and Knowledge
- Broad FM and Property experience
- Experience of Health and Safety Management and associated safe systems of work
- Ability to work as part of a team but also capable of working independently within appropriate Delivery guidelines
- Demonstrable experience in dealing with Customers, Partners and the public and dealing with sensitive and confidential information
- Experience of working with budgets
- Experience of supplier management and dealing with challenging situations
- Management and co-ordination of onsite contractor and suppliers (Pre, during & post working activities)
- Planning and delivery/implementation skills
- Tracking and reporting Key Performance Indicators
- Data-driven decision making
- Budget management
- NHSPS 'engage and enable' behaviours
- Stakeholder management
- Continuous improvement
- Customer focus
- People management and coaching skills
- Colleague engagement/wellbeing
- Taking personal accountability
- Relevant legislative/regulatory frameworks
- Broad understanding of modern people practices
- Knowledge of FM building compliance, Healthcare cleanliness standards
- Knowledge of how to engage effectively with local customers colleagues
- Knowledge of achieving service delivery KPIs and associated targets
- Creation and implementation of effective building maintenance plans
- Broad understanding of operational requirements for properties and how to access support within/outside business function
- Knowledge of Business Continuity Plans process and implementation
- Knowledge and understanding of confidentiality and GDPR
- Knowledge FM services.
- Knowledge of CAFM systems
*Cross functional training and support will be available in these areas
- IOSH Managing Safely or relevant qualification in Facilities Management, Property Management, or equivalent proven experience