Property Assistant

ROLE SUMMARY The post holder will provide effective assistance to the Property team - providing a resource within the team to manage and track a number of activities. They will deliver on specific key areas including; Assisting the management of the PFI contracts Assisting the Finance manager in assessing the monthly report Manage the property database Manage the property information on the trust CAFM Manage the CAD portfolio KEY PFI RESPONSIBILITIES The post holder will assist with the management of all day to day matters related to the Trust managed PFI buildings. To include supporting planned audits, escorting contractors, together with regular site walks to assess the level of service l provided by the PFI Company. The post holder will be responsible for assisting the Finance manager in assessing the monthly reports and calculating the service failure points and deductions, in line with the PFI contract.

The post holder will be responsible for compiling, tracking and escalating any ongoing issues from the Clinical team or the PFI Company (and their FM contractor). This will require regular meetings with the Clinical leads and site inspections to report issues in-line with contractual requirements. The post holder will manage the Small Works process; to draft the small works request, obtain quotes from the PFI Company, manage the Purchase Orders process, instruct the PFI Company and then monitor and ensure that the works are completed to specification The post holder will be responsible for managing extension requests from the PFI Company. To include communication with the PFI Companys FM provider and the Clinical team.

To assess if the request is permitted by the contract and agree revised dates of completion. The post holder will log the decisions on a tracker and report each month to the Finance Manager for exclusion from the monthly Calculator. The Post holder will support the Property & PFI Manager in the Monthly contract meeting with updates from the clinical team and any other relevant duties. KEY PROPERTY RESPONSIBILITIES The post holder will be required to manage day to day property matters linked to building management.

To include, but not limited to, conducting surveys (e.g. building and engineering services condition survey), instructing and escorting specialist surveys (e.g. asbestos, party wall, Dilapidations, 6 Facet), This will include the administration of the Property Request process, and to be the main point of contact for the trust when there is a need to change or acquire space. The post holder will be required to manage Property information requests, both internal and external (e.g.

VOA requests, FOI requests, internal audits), as well as assist the Estates team with accurate building information. The post holder will assist the Property and PFI Manager with the Estates Terrier to keep details of the Trusts property, buildings/land accurate. The post holder will be responsible for the day to day management of the CAFM database. Keeping property related information updated to provide the Trust with a robust property management service.

The Trust also has a number of private rental properties which are managed through a third party provider. The post holder will manage this relationship; providing support to the third party provider and linking in with other sections of the FM team to ensure a prompt and reactive service to the Trusts tenants. KEY CAD RESPONSIBILITIES The post holder will have the opportunity develop AutoCAD knowledge and gain a qualification in Computer Aided Design Following relevant training the post holder will update the technical drawings of each property, including building, utilities, services, asbestos register, land titles, deeds, mechanical and operational instructions, up to date to support the Estates department. The post holder will perform regular occupancy surveys of all buildings the Trust has an interest in and keep up to date records, both as a database and on drawings, of which teams occupy the space.

ADDITIONAL DUTIES In addition to the above duties you will also be expected to perform the below key activities in line with your job role; Complete mandatory training in line with Trust policy and procedures To participate in the staff appraisal process and to undertake for any staff you manage To keep yourself updated on all matters relating to Trust policy To provide management supervision where appropriate