Job Description:

The Estates Team is an integral part of the management of West District, providing professional support to the Recreation & Engagement and Forestry & Land Management functions. The team is led by the Head of Estates and is split into two halves. The first, is the Estate Management team and provides general support to the delivery teams, as well as leading on case management for liability claims and legal disputes. The second, is a newly created team who are tasked with delivering the district’s building management and commercial developments as we strive towards carbon neutrality and providing modern efficient building infrastructure to support our front-line delivery. These two key roles will join the new Estate Development team and can both be based at the Head Office in Coleford, Forest of Dean or there is the opportunity for one to be based at Haldon Forest Park, Exeter. Both roles will work 37 hours per week, across Monday to Friday.

Job Responsibilities:

Support, manage and maintain project documentation, including documents and presentation material for meetings, workshops and producing formal notes and minutes.
Support the team with the administration of large tenders and procurement processes in line with internal guidance and in time manage minor works/maintenance/statutory compliance instructions that do not involve formal tender processes.
Assisting the Building Surveyors with the monthly budget monitoring, forecasting and accruals process, using the finance packages (efin and Collaborative Planning) and liaising with the Finance Manager.
Support the Development Manager with the preparation, co-ordination and tracking of business cases, for projects on the District’s Investment Programme, through the Project Management Office.
Be responsible for the systems for digital data capture, record keeping and knowledge management, in relation to property management, ensuring that it is accurate, easily located and reusable.
Support Project Managers with the delivery and management of projects, including liaison with the Project Management Office.
Develop a programme for lease renewals, rent reviews and compliance tasks in relation to lease/tenant management.
Assisting the Building Surveyors and Land Agents with the preparation of the annual Business Plan and 5 year Long Term Financial Model.
Lead the collection, recording, monitoring and reporting of energy and water usage across the District and assist in identifying and prioritising recommendations for investment to reduce energy and water use.
Act as the first point of contact for building works queries from colleagues, including the national office Estates team and contractors.
Management, monitoring and updating the annual programme for inspection, maintenance and projects for the built estate portfolio, liaising closely with the Building Surveyors to ensure they are able to efficiently implement the programme.
Ensure the timely demand of invoices, undertake authorisation where possible and in busier periods enable payment.
Investigate and seek to build relationships with new contractors as appropriate.
Working with the Admin Officer ensure all contractors have valid insurances, certificates of competence and H&S paperwork.

Job Requirements:

General knowledge of programme/project management
A minimum of 5 GCSEs/Standard Grades (A – C grades or 4 and above), or equivalent, including Maths and English, and/or significant experience working in an administrative post
Experience of records/information management
Experience of managing competing demands, prioritising and managing a varied, changeable and evolving workload. The ability to be flexible to complete other tasks identified by the team.
Excellent communicator, in both written and oral formats.
Competent user of MS Office – in particular Outlook, Teams, Sharepoint, Excel and Word.
Demonstrable attention to detail and a pro-active approach to problem solving.
Experience of using mapping systems
General knowledge of estate, buildings, H&S and contract management
Ability to plan, organise and manage self, working on own initiative and as part of team.
High level qualification in Business/Programme Management or educated to degree level.
Demonstrable ability to build and maintain effective working relationships with colleagues and external stakeholders.
Experience of processing financial transactions and use of financial systems and packages
Experience of data analysis

Job Details:

Company: Forestry Commission

Vacancy Type: Full Time

Job Location: Kennford, Exeter, UK

Application Deadline: N/A

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