Property and Space Utilisation Officer

Job summary If you are looking for a change and a rewarding role, Gloucestershire Health and Care NHS Foundation Trust (GHC) are looking for a proactive and detail-oriented Property and Space Utilisation Officer to join our Estates team. This is a key role supporting the Property Manager in delivering effective property management and strategic space planning across the Trust's estate. You will be responsible for managing property-related legal matters, coordinating accommodation requests, maintaining estate data, and supporting the delivery of the Trust's long-term estates strategy. The role involves working across multiple sites and engaging with a wide range of stakeholders. Main duties of the job Our ideal candidate will have a keen interest in property and space management, with a strong understanding of estates operations and the ability to interpret property data and legal documentation. You'll bring excellent organisational and analytical skills, with experience in coordinating space planning activities, managing property records, and working collaboratively with stakeholders across multiple sites. This role offers variety, responsibility, and the opportunity to contribute to strategic estates planning. We welcome applicants who take initiative, enjoy problem-solving, and want to be part of a team that is continuously adapting to meet growing demand. The successful candidate will play a key role in helping us deliver efficient, compliant, and future-focused property solutions across the Trust. You'll be part of a close-knit, supportive team, managing your own workload while contributing to the delivery of high-quality property and space utilisation services. The qualification, training, and experience requirements for the role are outlined in the Job Description and Person Specification. About us We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust. Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that: 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question. 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region. 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%. This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys. Details Date posted 31 October 2025 Pay scheme Agenda for change Band Band 5 Salary £31,049 to £37,796 a year per Annum Contract Fixed term Duration 12 months Working pattern Full-time Reference number 327-25-917 Job locations Rikenel Montepellier Gloucester GL1 1LY Job 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 Trusts 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 departments 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 organization. This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas Qualifications and Experience Essential Educated to degree level and/or equivalent recognised knowledge and experience Excellent numeracy and literacy skills Desirable RICS modules in Land Law and Property Management Previous experience of working within the NHS Experience & Knowledge Essential Proven experience of working unsupervised in a busy administrative office environment Experience of developing and implementing policies and procedures 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 Gloucestershire Health and Care NHS Foundation Trust Address Rikenel Montepellier Gloucester GL1 1LY Employer's website https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab) #J-18808-Ljbffr