Property and Space Officer

Job overview

Do you have experience in Estates and Facilities?

Are you looking for a role with variety, flexibility, and the chance to drive real change?

WWL manages a large, dispersed estate across Wigan Borough, covering 77 square miles. This includes three hospitals, more than 20 community clinics, an Urgent Treatment Centre, a major outpatients centre, libraries, retail units, training centres and offices.

We now have an opportunity for a Property and Space Officer to work with the Community Estate Manager, supporting the allocation of accommodation and office space across multiple sites.

You will be the main contact for all internal moves, accommodation changes and space allocation across WWL locations. While the role includes administrative tasks, the key focus is getting to know the estate, supporting staff and ensuring space is used effectively

This vacancy is open to all internal and external candidates. NHS Employees should ideally secure their manager’s agreement for a secondment arrangement ideally prior to applying, as this will be a condition of any offer made.  This vacancy is advertised on a fixed term basis for 2 years as it is funded on a non-recurrent basis. Whilst this post is advertised on a fixed term / secondment basis there is the potential that this post may become permanent in the future.

Please note that this vacancy may close early if a sufficient number of applications are received. We encourage interested candidates to apply promptly to avoid disappointment.

Main duties of the job

The main duties will include: ·        Keeping detailed records of all move requests ·        Retaining a database of the occupiers of every room ·        Producing statutory annual return information for ERIC and PLACE ·        Raising purchase orders ·        Processing invoices ·        Liaison with WWL teams to obtain their requirements ·        Negotiation with various teams and managers ·        Maximising the utilisation of the estate ·        Working on various projects

This role comes with excellent NHS Terms and conditions which include a generous holiday entitlement, flexible working and an attractive pension scheme.

You will require enthusiasm, dedication, drive and ambition and be  to ensure the estate continues to offer safe, welcoming spaces for our patients, visitors and staff.

To undertake this post, you must be able to drive and have access to a vehicle. Should you not meet this requirement due to a disability, you are of course able to apply and a discussion regarding whether reasonable adjustments could be made to the role would take place before any offer is confirmed.

Detailed job description and main responsibilities

Key results from the job holder The post holder will be responsible for: ·       Monitoring, allocation and reporting on office and clinical space utilisation regarding all teams across the whole Trust. ·       Calculating workspace required to comply with Regulation 10 of the Health and Safety Regulations 1992 and relevant NHS Health Building Note.   ·       Advising stakeholders on appropriate use of space, including embedding clear desk and shared desk principles.   ·       Providing detailed information regarding areas and utilisation for the annual DoH ERIC return ·       Utilising the Trust’s Devolved Financial Management system and complying with the Trust’s Standing Financial Orders. ·       The post holder will liaise with the Capital Projects Team on developments relating to the Trust’s premises to ensure there is a complete understanding of the impact of any works on staff accommodation.  Planning and Organisational Duties ·       Responsibility for the short-, medium- and long-term planning of workplace accommodation and programmes relating to the Trust’s premises. ·       To provide detailed information on how space is used to assist in the collation of data for statutory returns, including ERIC, PLACE and PAM ·       To provide responses to FoI requests that relate to how the estate is used ·       The post holder will be an active member of the local PLACE team and will be responsible for the implementation of estates related annual PLACE inspections and action plan / improvement programmes relating to the Trust’s premises.  ·       The post holder will own, upkeep and manage the database which holds information regarding all Trust staff and team locations. ·       The post holder will liaise with the Capital Team in Estates and Facilities to ensure floorplans are accurate and remain up to date. ·       Responsibility for the collation of the occupation surveys which includes the organisation, communication and the physical installation and removal of monitoring devices before collating the data reports for review ·       The post holder will actively monitor how the estate is utilised and seek a digital solution to manage utilisation. ·       Will ensure any accommodation solution is delivered on time and meets the requirements of the key stakeholders ·       Will manage all workplace accommodation projects across the Trust, including large scale moves.  Communications and Key Working Relationships The post holder will be expected to have excellent verbal and written communication skills with the ability to effectively engage with others across various levels within the WWL organisation and associated service providers.  ·       Will be the key point of contact regarding all workplace accommodation issues, including office moves, requests for additional space ·       Will arrange all office moves and recharge the costs to the relevant area ·       Will keep IT informed of all changes to ensure they are included in relocation arrangements ·       Will organise installation of Data and Electrical points with the relevant teams to ensure staff have access to appropriate IT when relocated ·       The post holder will allocate accommodation across the whole Trust.  This will involve liaising with staff and managers at all levels to fully understand their needs.  ·       To work closely with the Community Estate Manager to providing estate utilisation advice and support to all staff  ·       To work closely with the Environmental and Sustainability Team on relevant projects relating to inside and outside space Responsibility for Finance ·       Responsible for ensuring that all purchasing procedures are in accordance with the Trusts’ standing orders and standing financial instructions.  ·       The post holder will be responsible for raising purchase orders, monitoring deliveries/works and recharging accordingly to the stakeholders