The Land and Property Assistant Manager will be employed within the Planning Team and will work with the Capital and Land and Property Team and be responsible to the Senior Land and Property Manager to support the delivery of the land and property agenda for the Organisation. They will deputise for the Senior Land and Property Manager in their absence.

Harrogate and District NHS Foundation Trust is a large community services provider, providing a range of general and acute services from the main hospital site and 4 outreach outpatient locations together with a variety of community services in over 160 locations across the North of England.

Access to own transport for occasional off site visits is required.

Some working from home is also required, but the role will be based in the Planning Department of the hospital.

Main duties of the job

The post holder will take part in matters relating to negotiating/renewing leases/licences/agreements to lease/licences to underlet and other such legal documentation. The post holder will jointly with the Senior Land and Property Manager be a point of contact for land and property disputes, 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 a 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 assist the Senior Land and Property Manager with contributions 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.

About us

The Capital, Land and Property Team are a small team within the Planning Team of the Trust.

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 Senior 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 Senior Land and Property 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
• Deputise for the Senior Land and Property Manager in their absence
• Provide assistance across a range work procedures and practices in relation to property management and associated legal implications
• Continually review the Trust estate and assist with various 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 complex information in various situations which could be emotive and/or antagonistic to ensure messages are clear and understood
• Take forward the mobilisation or decommissioning of properties/sites as required as a result of service tenders won or lost or new business development opportunities
• Take part in 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
• Work with the Senior Land and Property Manager on property purchases or sales as required and ensure all procedures are followed accordingly including Board of Directors approvals
• Liaise with clinical services to understand requests to relocate services/undertake works to a property
• Obtain legal for various specifications of legal work and appoint solicitors appropriately as per the NOE CPC Legal Services Framework and Trust approvals processes
• Liaise with Trust estates staff and other stakeholders to obtain their contributions to ensuring appropriate and safe accommodation negotiated for services
• Assist with 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 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
• Take part in 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
• Co-ordinating 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
• Handle and resolve day to day staff land and property general requests and queries, signposting staff appropriately
• Maintain and update the Trusts Estate database ensuring property records are correct and up to date
• Issue annual premises reports to NHSLA to update current and archived sites for Trust insurance purposes from the Estate database
• Be a point of contact for the IT and Finance Departments, ensuring they are regularly briefed on land and property projects
• Be a point of contact in respect of quarterly NHSP reconciliation meetings and projects
• Assist with designing, developing, maintaining and updating 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
• Maintain an effective electronic and paper based filing system for storing and retrieving information.
• Assist in the preparation and development of relevant correspondence, including Board reports, agendas, minutes and other strategic documents as appropriate.
• Arrange, document and 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

Essential

• Proficient in use of all Microsoft packages including Word/Excel/Power Point/Access
• Experience of working in and managing project teams delivering within agreed timescales
• Good presentation skills
• Experience of developing and delivering business cases, project plans and operational policies
• Excellent organisational and administrative skills
• Proactive with ability to work autonomously using own discretion and initiative
• Excellent negotiation/persuasion skills
• Good standard of report and policy writing
• Excellent communication skills both written and verbal
• Effective networking skills, analytical skills, facilitation skills
• Good decision making skills
• Ability to work flexibly as necessary and have access to own transport if required to work off main hospital site

Desirable

• Understanding of legals matters in relation to land and property
• Understanding of Department of Health Estate Code
• Experience of managing projects and delivering within agreed timeframes and budgets
• Experience of land and property negotiations with landlords and tenants and solicitors
• Experience of drawing up legal documentation in relation to land and property matters
• Experience of reviewing and/or development of Trust policies and/or procedures in relation to property management
• Understanding of financial implications of property negotiations

Employer details

Employer name

Harrogate and District NHS Foundation Trust

Address

Harrogate and District NHS Foundation Trust

Lancaster Park Road

Harrogate

HG2 7AL

Any attachments will be accessible after you click to apply.

421-CORP-0596M