Assistant Estates Officer

Job overview

The Assistant Estates Officer – Building will support the Head of Building and senior team members in managing building projects across the Newcastle upon Tyne Hospitals NHS Foundation Trust. The role includes conducting condition surveys, overseeing construction activities, managing contracts, and ensuring compliance with CDM regulations, health and safety standards, and Trust policies. The postholder will monitor planned preventative maintenance (PPM) and urgent reactive works, ensuring they meet HTM and HBN requirements. Working closely with contractors, consultants, and internal teams, they will help maintain a safe, compliant, and efficiently managed estate, ensuring that all building-related activities align with regulatory standards and operational needs.

• Interview Date Friday 09 May 2025
• 37 Hours 30 Minutes/Week
• You will be redirected to Trac to apply for the vacancy.  Please expand the job details section and read all of the information before applying for the vacancy

NO AGENCIES PLEASE

Main duties of the job

• To assist in managing a variety of building/construction, energy and environmental duties including maintenance, installation, testing, repair and commissioning of services and equipment.  This would include plant and equipment in accordance with relevant legislative standards and operational procedures to ensure the building services and infrastructure of the hospital and to provide a safe environment for patients, public and staff.
• Manage minor works and capital projects including responsibility for budgets, programmes and co-ordination.
• Undertake condition surveys to ensure assets are maintained at acceptable standards.
• Shall be prepared to undertake additional training in order to fulfil the requirements of the post, satisfy new regulations/legislation or to further develop their duties. This may include studying for additional qualification on a day release basis.
• To participate in the Estates out of hours “on-call” emergency service.

Detailed job description and main responsibilities

Condition Surveys The postholder will conduct regular condition surveys, identifying maintenance needs and recommending appropriate actions. Surveys will cover key building elements, including roofs, walls, and floors, with findings documented through reports, photographs, and measurements. The postholder will liaise with contractors and stakeholders to ensure necessary repairs are completed efficiently and in compliance with relevant regulations. Ensuring accurate records and proactive maintenance strategies will be essential in maintaining a safe, functional, and well-managed healthcare estate.

Clerk of Works Duties The postholder will oversee construction projects, ensuring compliance with design specifications, regulations, and quality standards. They will conduct regular on-site inspections, verifying that work meets the required standards and identifying any deviations or defects. Any issues will be reported to the Building Officer or relevant stakeholders for prompt resolution. The postholder will also ensure compliance with CDM regulations, promoting safe working practices and adherence to Trust policies. Reviewing technical drawings and specifications to confirm accuracy before work begins may also be required.

Contract Management Support Supporting senior team members, the postholder will assist in managing contracts, ensuring contractors fulfil their obligations and deliver work to agreed specifications. Responsibilities include reviewing tender documents, monitoring contractor performance, and verifying that completed works meet required standards. They will track compliance with contractual terms, escalate issues where necessary, and assist in negotiating variations when required. Effective communication with contractors and internal teams will be key to resolving disputes, ensuring timely completion of work, and maintaining compliance with industry standards. The postholder will also support corrective actions and follow-up inspections, ensuring all construction and maintenance activities align with Trust policies and regulatory requirements.

CAFM Management and Maintenance Coordination The postholder will manage CAFM system, ensuring accurate records of planned preventative maintenance (PPM), reactive repairs, and asset management. They will schedule and monitor PPM tasks to maintain compliance with statutory and Trust requirements, ensuring work is completed on time and to the required standard. Reactive repair requests will be logged, prioritised, and tracked to ensure efficient resolution. The postholder will also maintain asset registers, updating information on building components and equipment to support lifecycle planning.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.