Job summary
The Land and Property Manager will be employed within the Planning Team and will work with the current Land and Property Manager and be responsible to the Planning Manager to deliver the land and property agenda for the Organisation.
The post holder will undertake all legal matters in relation to negotiating new or renewing leases/licences/agreements to lease/licences to underlet and other such legal documentation. The post holder will also be the specialist point of contact for land and property disputes, managing requests and delivering resolutions, they will have full understanding of the NHS NOE CPC Legal Framework and ensure solicitors are appointed accordingly and follow all relevant Trust protocols.
The post holder will be the point of contact for the Trust in relation to any accommodation requests/projects either directly from the service or as a result of mobilising or decommissioning estate after a tender process has been undertaken. The post holder will also contribute to the development of service transformation and innovation schemes across key areas of the Trust, including the rationalisation of the community estate.
The post holder should have effective work prioritisation skills, networking skills, negotiating skills, analytical skills, facilitation skills, project management and change management skills, be IT literate, and be able to work autonomously.
Main duties of the job
The principle responsibilities of the post are to: -
- Develop strong and professional working relationships with solicitors, estate agents, landlords, tenants and managed services representatives, including NHS Property Services Ltd, other Trusts, Community Health Partnerships, GPs, other commercial and private landlords
- Provide Specialist knowledge across a range work procedures and practices in relation to property management and associated legal implications.
- Work with the Business Development and Planning Manager to continually review the Trust estate and take the Lead on all land and property projects and negotiations as required, which involves the Trust being both the tenant and the landlord depending on the premises concerned.
- Communicate business sensitive information across the Trust for example with the decommissioning of any estate and impact of employees.
- Communicating highly complex information in varying situations which could be emotive and or antagonistic to ensure messages are clear and understood.
- Lead on mobilisation or decommissioning of land and property matters as required as a result of service tenders won or lost or new business development opportunities
- Lead on legal negotiations with landlords, tenants and solicitors accordingly, including the negotiation of Heads of Terms, Leases, Underleases, Licences, Licences to Underlet. This can be where the Trust is the tenant or it can be acting for the Trust as landlord
About us
The Planning Team is located Strategy Directorate. The function of the team is to take forward the business and capital planning function across the Trust.
The post holder will work both autonomously and in conjunction with the current Land and Property Manager, and act as a specialist point of contact in their field and prioritise own workload.
The Post holder's work will be overseen by the Planning Manager.
Key working relationships include:
- Executive Directors
- Clinical Directorates
- Clinical Teams
- Corporate Teams
- Clinical Commissioning Groups/Other Commissioners
- Internal/External Design Teams
- Legal Teams
- NHS Property Services
- NHS Hospitals/GP Practices
- Private Landlords/Developers
- Commercial Property Estate Agents
- Any other relevant stakeholders
Job description
Job responsibilities
The principle responsibilities of the post are to: -
- Develop strong and professional working relationships with solicitors, estate agents, landlords, tenants and managed services representatives, including NHS Property Services Ltd, other Trusts, Community Health Partnerships, GPs, other commercial and private landlords
- Provide Specialist knowledge across a range work procedures and practices in relation to property management and associated legal implications.
- Work with the Business Development and Planning Manager to continually review the Trust estate and take the Lead on all land and property projects and negotiations as required, which involves the Trust being both the tenant and the landlord depending on the premises concerned.
- Communicate business sensitive information across the Trust for example with the decommissioning of any estate and impact of employees.
- Communicating highly complex information in varying situations which could be emotive and or antagonistic to ensure messages are clear and understood.
- Lead on mobilisation or decommissioning of land and property matters as required as a result of service tenders won or lost or new business development opportunities
- Lead on legal negotiations with landlords, tenants and solicitors accordingly, including the negotiation of Heads of Terms, Leases, Underleases, Licences, Licences to Underlet. This can be where the Trust is the tenant or it can be acting for the Trust as landlord
- Lead on property purchases or sales as required and ensure all procedures are followed accordingly including Board of Directors approvals
- Obtain and assess legal estimates for various specifications of legal work and appoint solicitors appropriately as per the NOE CPC Legal Services Framework and Trust approvals processes
- Ensure appropriate and safe accommodation negotiated for services, ensuring involvement of Health and Safety and Fire Safety accordingly
- Undertake site visits and property viewings as required by services to address land and property queries and requests or find potential new accommodation
- Act as the point of contact for all Community Capital Build projects, liaising between services, landlords and contractors accordingly
- Promote efficient and effective space utilisation of accommodation to all staff
- Engage with staff to train them in accommodation approvals processes and ensure staff are adhering to them and are working in premises they legally are permitted to be in
- Act as the main point of contact for tenant liaison and coordination and promote positive working relationships between Trust staff and other occupants within buildings and deal with day to day queries from site occupiers
- Lead and co-ordinate on Directorate/Service/Staff accommodation change requests, obtaining full details of the request and liaise with other Trust staff/departments and outside organisations such as key stakeholders, commissioners and landlords accordingly, ensuring all matters are considered including but not limited to quality, financial, logistical, IT, HR, Health and Safety and legal matters and ensuring all required approvals are obtained
- Manage day to day staff land and property general requests and queries, signposting staff appropriately
- Design, develop, maintain and update the Estate database for the Trust property records to ensure correct land and property records/information are held
- Issue annual premises reports to NHSLA to update current and archived sites for Trust insurance purposes from the Estate database
- Act as the main point of contact for the IT and Finance Departments, ensuring they are regularly briefed on land and property projects to ensure IT projects are simultaneously planned and finance department have correct land and property budget lines and are paying correct invoices
- Act as the main point of contact in respect of quarterly NHSP reconciliation meetings and projects
- Design, develop, maintain and update the Planning Departments Intranet Page, including the continued design and development of Business Case, Accommodation Request, PPE and Capital toolkits, guidance notes and template documents, ensuring the page is up to date for the Organisation to use
- Act as the Planning Departments HED system user to obtain data and provide analysis as required to inform potential new business development opportunities or analyse existing outreach clinic usage
- Co-ordinate and obtain information from key Trust leads and Information Services to monitor the delivery of the key developments in the Operational Plan to produce reports such as the six monthly Strategic KPIs monitoring report for the Board of Directors.
- Act as the point of contact and co-ordinate change requests from the Board of Directors and redesign the six monthly Strategic KPIs report accordingly to ensure the report covers areas they want to review on an ongoing basis
- Maintain an effective electronic and paper based filing system for storing and retrieving information.
- Prepare, develop and agree relevant correspondence, including Board reports, minutes and other strategic documents as appropriate.
- Arrange, chair, participate in, take and prepare minutes at meetings, coordinating follow-up actions and prepare and set agendas.
- Deal with telephone enquiries, taking action and responsibility where appropriate and relaying information to the relevant person in a prompt and concise manner.
Job description
Job responsibilities
The principle responsibilities of the post are to: -
- Develop strong and professional working relationships with solicitors, estate agents, landlords, tenants and managed services representatives, including NHS Property Services Ltd, other Trusts, Community Health Partnerships, GPs, other commercial and private landlords
- Provide Specialist knowledge across a range work procedures and practices in relation to property management and associated legal implications.
- Work with the Business Development and Planning Manager to continually review the Trust estate and take the Lead on all land and property projects and negotiations as required, which involves the Trust being both the tenant and the landlord depending on the premises concerned.
- Communicate business sensitive information across the Trust for example with the decommissioning of any estate and impact of employees.
- Communicating highly complex information in varying situations which could be emotive and or antagonistic to ensure messages are clear and understood.
- Lead on mobilisation or decommissioning of land and property matters as required as a result of service tenders won or lost or new business development opportunities
- Lead on legal negotiations with landlords, tenants and solicitors accordingly, including the negotiation of Heads of Terms, Leases, Underleases, Licences, Licences to Underlet. This can be where the Trust is the tenant or it can be acting for the Trust as landlord
- Lead on property purchases or sales as required and ensure all procedures are followed accordingly including Board of Directors approvals
- Obtain and assess legal estimates for various specifications of legal work and appoint solicitors appropriately as per the NOE CPC Legal Services Framework and Trust approvals processes
- Ensure appropriate and safe accommodation negotiated for services, ensuring involvement of Health and Safety and Fire Safety accordingly
- Undertake site visits and property viewings as required by services to address land and property queries and requests or find potential new accommodation
- Act as the point of contact for all Community Capital Build projects, liaising between services, landlords and contractors accordingly
- Promote efficient and effective space utilisation of accommodation to all staff
- Engage with staff to train them in accommodation approvals processes and ensure staff are adhering to them and are working in premises they legally are permitted to be in
- Act as the main point of contact for tenant liaison and coordination and promote positive working relationships between Trust staff and other occupants within buildings and deal with day to day queries from site occupiers
- Lead and co-ordinate on Directorate/Service/Staff accommodation change requests, obtaining full details of the request and liaise with other Trust staff/departments and outside organisations such as key stakeholders, commissioners and landlords accordingly, ensuring all matters are considered including but not limited to quality, financial, logistical, IT, HR, Health and Safety and legal matters and ensuring all required approvals are obtained
- Manage day to day staff land and property general requests and queries, signposting staff appropriately
- Design, develop, maintain and update the Estate database for the Trust property records to ensure correct land and property records/information are held
- Issue annual premises reports to NHSLA to update current and archived sites for Trust insurance purposes from the Estate database
- Act as the main point of contact for the IT and Finance Departments, ensuring they are regularly briefed on land and property projects to ensure IT projects are simultaneously planned and finance department have correct land and property budget lines and are paying correct invoices
- Act as the main point of contact in respect of quarterly NHSP reconciliation meetings and projects
- Design, develop, maintain and update the Planning Departments Intranet Page, including the continued design and development of Business Case, Accommodation Request, PPE and Capital toolkits, guidance notes and template documents, ensuring the page is up to date for the Organisation to use
- Act as the Planning Departments HED system user to obtain data and provide analysis as required to inform potential new business development opportunities or analyse existing outreach clinic usage
- Co-ordinate and obtain information from key Trust leads and Information Services to monitor the delivery of the key developments in the Operational Plan to produce reports such as the six monthly Strategic KPIs monitoring report for the Board of Directors.
- Act as the point of contact and co-ordinate change requests from the Board of Directors and redesign the six monthly Strategic KPIs report accordingly to ensure the report covers areas they want to review on an ongoing basis
- Maintain an effective electronic and paper based filing system for storing and retrieving information.
- Prepare, develop and agree relevant correspondence, including Board reports, minutes and other strategic documents as appropriate.
- Arrange, chair, participate in, take and prepare minutes at meetings, coordinating follow-up actions and prepare and set agendas.
- Deal with telephone enquiries, taking action and responsibility where appropriate and relaying information to the relevant person in a prompt and concise manner.
Person Specification
Experience/Qualifications
Essential
- Degree or equivalent relevant experience
- Proficient in the use of Microsoft Office, Word, Excel and Access
- Project Management qualification or experience of Project Management
- Proficient in legal matters relating to Land and Property
Desirable
- Releveant experience of working within the NHS
Person Specification
Experience/Qualifications
Essential
- Degree or equivalent relevant experience
- Proficient in the use of Microsoft Office, Word, Excel and Access
- Project Management qualification or experience of Project Management
- Proficient in legal matters relating to Land and Property
Desirable
- Releveant experience of working within the NHS
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
