Job description

This is an exciting opportunity for a property management professional to join the Strategic Estates team at Torbay Hospital to support delivery of the Trust’s agreed Estates Strategy. The newly created role of Property and Space Manager will be key to ensuring the Trust’s property portfolio is surveyed and appropriately valued, that leases and subleases are efficiently managed and that acquisitions and disposals meet the Trusts strategic objectives in line with RICS requirements and details captured in an Estates Terrier database. The postholder will also lead the Space Utilisation Group to maximise use of its sites and buildings.

The Property and Space Manager will be responsible for ensuring all the Trust’s estate conditions are surveyed in accordance with ESTATECODE guidance and for land and property valuations, overseeing acquisitions and disposals of land assets and renewal/disposal of leases ensuring key transactions are concluded with agreed timescales and budgetary constraints whilst adhering to Landlord and Tenant Law and in line with the Royal Institute of Chartered Surveyors requirements.

The postholder will also lead the Space Utilisation Group, which includes Trust decision-makers and influencers, to ensure that the organisation is maximising the use of its sites and buildings.

The post holder will be responsible for the development and management of a dynamic Estates Terrier which will form a key part of the Estate Strategy required by the Trust.

This is an exciting opportunity to join a progressive and enthusiastic Strategic Estates Team in a time of rapid change.

The Trusts property portfolio currently comprises over 40 occupied sites including an Acute Hospital campus, four Community Hospitals (of which two are PFIs) and various Freehold and leased non-inpatient and support sites. In addition, 13 sub lets generate an income of over £0.5m.

Torbay Hospital is one of the sites selected in the Government's New Hospitals Programme with a new project at design stage. We are also at the early stages of the start up / handover of the new Dartmouth Health and Wellbeing Centre and the Acute Medicine Unit at Torbay Hospital.

Property Management. The Property & Space Manager will be responsible for but not limited to:

• Leases and other Legal Property contracts
• Property contract negotiations
• Property Management and Landlord and Tenant issues
• Building and Land asset valuations
• Land and Building disposals and acquisitions, including managing a timely alert system to enable the Trust to make future property decisions around lease expiry and renewal in a managed way
• Land ownership and Title deed issues
• Co ordinating and negotiating with the District Valuer, DOH, NHSI, CCG, NHS PS etc.
• Town and Country planning law and policy
• Business rates
• Property income
• Appointment of Property related professionals
• Use your professional expertise to undertake a variety of surveys of buildings, including measured, condition, dilapidations etc, and prepare detailed reports and drawings as required to fit the original purpose of the task
• Interpret legal documents and leases and provide expert opinion on their contents to support Trust decision-making in terms of acquisitions, disposals and lease renewals
• The Property and Space Manager will review the existing Trust property working practices and procedures to recommend and instigate the incorporation of new methods of working and amendments to existing working practices to suit modern working practices
• Work with Trust appointed legal advisors and property experts to ensure expected outcomes are achieved, that their appointments and payments are managed in line with Trust procedures
• To supervise and inspect works undertaken to Trust occupied estate, including supervising external contractors and consultants working to your instructions
• Manage the Trust’s property files, ensuring contemporaneous records are maintained in a way that supports the work of the Division and ensures that both Trust and tenant obligations are clearly and easily identified in a dynamic Estates Terrier which will form part of the Estate Strategy required by the Trust.
• Ensure that the Trust’s ERIC submission and other national and local returns and reports include a true representation of property related information
• Actively participate in the delivery of Continuous Improvement Programmes (CIP) to improve the efficiency and value for money of the function through innovative service re-design and change management
• Manage handovers of buildings, inducting and training Trust staff, including the transition of technical estates information, as required
• Manage the handback of buildings to Landlords/Agents, ensuring smooth and comprehensive and documented transfers are achieved
• Be responsible for any building associated incidents and risks on the risk register to include the identification, regular review, action planning and monitoring of risks and implementation and evaluation of mitigation measures.

Space Management.

• Develop a professionally accountable Trust property strategy and policy for space planning, allocation and management, through the provision of an internal professional and proactive strategic service. This will include setting Trust-wide standards for occupancy, reviewing and updating policies for Trust-wide implementation and monitoring compliance
• Lead a Trust-wide programme to develop more mobile, agile and efficient working models to drive space efficiency. This will involve engagement with clinical and non-clinical staff across the organisation, both on acute sites and in community properties, to support the Trust’s clinical strategy objectives and those of the New Hospital Programme
• Use CAFM/CAD systems to prepare, modify and analyse technical drawings, including liaison with the EFM Quality Manager to ensure that all master property drawings are contemporaneous
• Lead a programme aimed at reducing fixed property costs to the Trust by reducing reliance on off-site office leases and maximising occupancy of retained buildings
• Support Trust managers in the development of design options and other related estates project matters, including relevant legislation and health and safety requirements
• Coordinate the Trust’s Space Utilisation Group, managing the programme of agreed schemes and associated action tracker
• Support the Associate Director, Strategic Estates to seek capital funding to support the agreed schemes and act as liaison with the nominated Project Manager to oversee agreed schemes to conclusion

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