Estates Officer Job Description - Rutland County Council

RUTLAND COUNTY COUNCILJOB DESCRIPTIONPosition Title:Estates OfficerGrade: 5Department:Section:Responsible to:PlacesPropertyPrincipal Estates SurveyorOverall Purpose of the Post:To support the continuing development of the Council’s Asset Management Planand to support any estates and property related issues, including liaison with othercouncil departments regarding estates and property matters.To support the operation of an efficient and effective Property service through theprovision of technical administrative support.Major Objectives:1. To be responsible for the maintenance of asset files; recording appropriate datarelating to the Councils assets; to keep centrally held asset information as up todate as possible.2. To operate a “service desk” as required, receiving, recording and allocatingservice requests, monitoring progress, completions and service standards inliaison with the team and customers3. To provide technical administrative support to the team in all aspects of estatesmanagement, building surveying and regulatory compliance assisting in cyclicalplanning, programming, coordination and communication.4. To assist the Principal Estates Surveyor with viewings and lettings of thecommercial property portfolio that is actively marketed.5. To assist the Principal Estates Surveyor in negotiating minor property lettingsand licences.

Principal duties and responsibilities:EstatesRUTLAND COUNTY COUNCIL1. To maintain accurate estates information in relation to the assets within theCouncils property portfolio.2. To assist the Property Manager and the Principal Estates Surveyor in workingwith other departments and external agencies as necessary on the acquisitionand disposal of assets and land under the control of the Council.3. To deal with requests for information about Council assets by liaising with otherCouncil Departments and external agencies under the guidance of the PrincipalEstates Surveyor; and as required to inspect the Council’s assets.4. Assist the Principal Estates Surveyor in the preparation of tenancy schedulesand other tenancy information.5. Monitor invoices, rental payments and income against budgets and liaise withcreditors to process new transactions.Technical Administration6. To operate and develop a “service desk”, as required, logging and responding toservice requests, ensuring each task is allocated to the appropriate surveyor,and recorded, and ensuring the Surveyors update the progress of tasks. Developthe service desk in response to customer feedback and develop and producemonthly reports to customers.7. To support the arrangement for repair, maintenance and improvement of theCouncils property portfolio and in the preparation of programmes of work for allproperty which the section is responsible.8. To liaise with the customer base to inform responsible persons of mechanismsfor collating Asset Management Plan data.9. To organise and maintain the list of contact details for contractors andconsultants used by the team.10. To assist in the preparation of quotations and tenders for schedule works inaccordance with the Councils contract procedure rules.11. To issue official instructions for work to contractors and consultants.12. To be responsible for collating accurate asset information and arranging for thesite plans to be updated using CAD software including consulting with customerson an annual basis

RUTLAND COUNTY COUNCILGeneral13. To assist the Property Manager and Principal Estates Surveyor with theprovision of advice, guidance and support to internal and external customers onmatters relating to the purpose of the post.14. To order and maintain equipment stock levels ensuring all relevant inventoriesare maintained.15. To prepare correspondence, reports and other documents to corporatestandards and to required deadlines.16. To operate computerised systems as required, generating documents andkeeping information up to date.17. To maintain and manage the team’s filing and record keeping systems.18. To undertake duties associated with the incoming and outgoing post.19. To assist with the collation and monitoring of information associated withperformance indicators, assisting with the preparation of statistics as required.20. To report to the Property Manager and Principal Estates Surveyor on all mattersaffecting the property portfolio.21. To carry out any other relevant duties as may be required by the PropertyManager.STANDARD CLAUSES1. TrainingYou will keep under review your own training and developmental needs andkeep yourself informed of current issues and be alert to Rutland County Council‘sand other relevant bodies training programmes and policies.2. Health and SafetyYou will take reasonable care for your health and safety and have regard to otherpersons who may be affected by the performance of your duties, in accordance withthe provisions of Health and Safety legislation and Rutland County Council’s andDepartmental codes of practice and procedures. You will exercise proper care inhandling, operating and safeguarding any equipment, vehicle or appliance provided,used or issued by the Council or provided or issued by a third party for individual orcollective use in the performance of your duties

3. Equal OpportunitiesRUTLAND COUNTY COUNCILYou will uphold Rutland County Council’s Equal Opportunities policies and practicesin accordance with the Council’s Equal Opportunities Statement and EqualityScheme, to ensure the promotion of fair and high quality services to all.4. Customer CareYou will promote and deliver fair and high quality customer care services that aresensitive and responsive to customers and in accordance with Rutland CountyCouncil’s Customer Care Policies.5. EnvironmentalYou will work in accordance with Rutland County Council’s green policies andestablished office and work practices.6. Financial ManagementTo be aware of your responsibilities under the constitution of the Council relating tofinancial and contract procedural rules.7. TechnologyWhere appropriate you will work with computer and other new technology andassociated systems as required and support staff in its use.8. Other dutiesThis job description indicates the main areas of activity of this post. From time totime, however, other tasks/duties may be required but these will fall within thegeneral areas of responsibility and grade of the post. Any changes which are of apermanent nature will, following consultation with you, be included in the jobdescription in specific terms and will be formally issued to you.

RUTLAND COUNTY COUNCILJOB REQUIREMENTSCRITERIA ESSENTIAL DESIRABLE*METHOD OFASSESSMENTQUALIFICATIONS/TRAINING/EDUCATIONGood standard of Education includingMaths and English to NVQ level 3DHNC in related subjectPrince 2 Project ManagementAppropriate IT qualification (Mappingsoftware)DDDEXPERIENCE / KNOWLEDGEDemonstrable administrative experiencein a busy office environment supportingmultiple people or projects.Experience in using MS Office (Word,Excel, Access database and Powerpoint).Experience in a customer focussedenvironment with a strong customercentredapproach.Relevant experience in working withinthe Property / Estates managementsector.D,IA.IA.IUnderstanding and experience of thebroader range of services provided byLocal GovernmentExperience in data collectionLocal authority experienceA.IA.IA.I

RUTLAND COUNTY COUNCILSKILLSGood oral and written communicationGood numeracy and literacyAbility to think logicallyGood level of customer careAbility to extract, review and manipulatedate from IT systemsGood presentation skillsNegotiation skillsTact & diplomacySelf-motivated and able to workindependently, with minimumsupervision.Ability to organise and prioritise ownworkload.EQUAL OPPORTUNITIESMust be able to recognise discriminationin its many forms and willing to put theCouncil's Equality Policies into practice.Ensure the needs of acknowledgeddisadvantaged groups are consideredthroughout the planning, design andimplementation process.A.IA.IIA.IA.IA.IA.IA.IA.IIIPrepared by:Pritesh ParmarDesignation:Property ManagerDate:Nov 2012* A = Application Form D = Documentary evidence I = Interview T = Test

RUTLAND COUNTY COUNCILNOTE: These requirements must be reviewed each time this post becomesvacant. The reviewing officer must sign below. If changed, please submit boththe original job description and amended job description to the Personnel andTraining Section.DATE CHANGE - YES/NO SIGNATURE