Job summary
This role is offered on a fixed term/secondment basis for 12 months.
Internal applicants who wish to be considered for a secondment opportunity should discuss with their line manager the suitability of a possible secondment
We are looking for a highly organised and proactiveEstates Booking and Utilisation Officer to join our Estates team. This is an exciting opportunity to play a key role in managing internal and external space bookings, venue contracts, and supporting space utilisation projects across the Trust.
You will work closely with the Property Manager to ensure effective use of Trust-owned spaces and external venues, delivering value for money and compliance with health and safety standards. The role involves coordinating bookings, maintaining accurate records, and supporting change management initiatives to improve space efficiency.
Main duties of the job
- Coordinate and manage internal and external room bookings, ensuring accurate records and compliance with Trust policies.
- Source and negotiate external venues, manage contracts, and maintain a database of approved venues.
- Support space planning projects, including moves, reconfigurations, and feasibility studies.
- Produce reports on space utilisation and financial spend.
- Liaise with Procurement, Finance, and Estates teams to ensure smooth processes.
- Deliver training and guidance on booking systems and space planning tools.
- Travel across multiple Trust sites and external venues as required.
The qualification, training, and experience requirements for the role are outlined in the Job Description and Person Specification.
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description
Job responsibilities
To lead on the management of the Trusts internal and external room booking information held within multiple systems. This includes maintaining accurate records of venue contracts, booking agreements, and any occupancy data or space utilisation metrics. The postholder will ensure that key datasets, such as room capacities, accessibility features, risk assessments, and usage history, are kept up to date and accessible to relevant stakeholders. They will also support the integration of this data into Estates Management Systems and booking platforms, ensuring consistency, compliance, and operational efficiency across the Trusts estate.
To assist with the implementation of new space proposals which may involve decommissioning space, re-configuration of space, move management, undertaking feasibility studies, straightforward design tasks, developing implementation plans and timelines, and the co-ordination of external consultants and contractors.
To support the change management process in delivering space utilisation improvements within the Trust, working closely with a wide range of non-property stakeholders, ensuring effective communication and a smooth transition to new ways of working.
- The postholder will be required to understand and comply with appropriate legislation and best practice guidance and implement modern workplace standards in the solutions provided.
- The postholder will be expected to work across multiple sites Trust wide (both clinical and non-clinical) within a range of premises that are either owned, leased, licenced or that have ad hoc arrangements in place.
- The postholder is expected to work autonomously, within their remit, and manage their own workload.
- The postholder will be responsible for seeking support and sign off of proposed solutions from Trust advisors, such as the Health and Safety advisor, the Trust Fire Advisor, and the Infection Prevention and Control Team, as appropriate.
This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas
Job description
Job responsibilities
To lead on the management of the Trusts internal and external room booking information held within multiple systems. This includes maintaining accurate records of venue contracts, booking agreements, and any occupancy data or space utilisation metrics. The postholder will ensure that key datasets, such as room capacities, accessibility features, risk assessments, and usage history, are kept up to date and accessible to relevant stakeholders. They will also support the integration of this data into Estates Management Systems and booking platforms, ensuring consistency, compliance, and operational efficiency across the Trusts estate.
To assist with the implementation of new space proposals which may involve decommissioning space, re-configuration of space, move management, undertaking feasibility studies, straightforward design tasks, developing implementation plans and timelines, and the co-ordination of external consultants and contractors.
To support the change management process in delivering space utilisation improvements within the Trust, working closely with a wide range of non-property stakeholders, ensuring effective communication and a smooth transition to new ways of working.
- The postholder will be required to understand and comply with appropriate legislation and best practice guidance and implement modern workplace standards in the solutions provided.
- The postholder will be expected to work across multiple sites Trust wide (both clinical and non-clinical) within a range of premises that are either owned, leased, licenced or that have ad hoc arrangements in place.
- The postholder is expected to work autonomously, within their remit, and manage their own workload.
- The postholder will be responsible for seeking support and sign off of proposed solutions from Trust advisors, such as the Health and Safety advisor, the Trust Fire Advisor, and the Infection Prevention and Control Team, as appropriate.
This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas
Person Specification
Qualifcations and Experience
Essential
- Educated to degree level and/or equivalent recognised knowledge and experience
- Excellent numeracy and literacy skills
Desirable
- RICS modules in Land Law and Property Management
- Previous experience of working within the NHS
Experience and Knowledge
Essential
- Proven experience of working unsupervised in a busy administrative office environment
- Experience of developing and implementing policies and procedures
Desirable
- Knowledge of Property and Building Services, terminology and processes, including understanding the meaning of legal terms and references
- Understanding of space planning principles and property layouts
Person Specification
Qualifcations and Experience
Essential
- Educated to degree level and/or equivalent recognised knowledge and experience
- Excellent numeracy and literacy skills
Desirable
- RICS modules in Land Law and Property Management
- Previous experience of working within the NHS
Experience and Knowledge
Essential
- Proven experience of working unsupervised in a busy administrative office environment
- Experience of developing and implementing policies and procedures
Desirable
- Knowledge of Property and Building Services, terminology and processes, including understanding the meaning of legal terms and references
- Understanding of space planning principles and property layouts
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
