Purpose of the Role

Loccation: Winchester, Hampshire

The Head of Facilities & Estates is responsible for managing the effective and efficient provision of facilities and estates management of St John’s Winchester’s property portfolio ensuring compliance with all regulatory standards. The postholder acts as the Charity’s Health and Safety lead for the estate and provides guidance to the organisation in this area.

The role includes the strategic planning and management of the of the Almshouse Estate and investment property, maintaining a fully costed rolling estates and facilities plan, and lead on its implementation.

The role ensures the proper asset management procedures are followed including the control of keys and the oversight of the maintenance of security and fire systems. The Head of Facilities & Estates leads and manages a small in house maintenance team, promoting a positive culture and developing and supporting team members and relationships with other stakeholders of the Charity. They manage relationships and service level agreements with key external contractors, ensuring value for money and excellent service.

Key Responsibilities

Strategic Property & Asset Management

• To support the senior leadership team (SLT) of the Charity in their role with regard to the strategic running, management and monitoring of the Almshouse property, including successful delivery of capital projects
• To work with the SLT to develop and implement a long-term Estates Strategy(including 10–30 year horizon) covering maintenance, investment, disposals, acquisitions, and energy performance.
• Maintain and review the complete asset registerand stock condition dataset, ensuring accurate data drives strategic decisions.
• Assess the performance of all assets, identifying poor-performing, high-cost, or non-compliant propertiesfor improvement, redevelopment, or disposal, ensuring that physical assets are optimised for their use within the Charity.
• Report regularly to the SLT, Property Committee and Trustees on asset performance, risks, investment needs, and compliance.
• Ensure that St John’s is fully compliant under relevant Social Landlord obligations, Almshouse regulations, and applicable housing standards.

Operational Facilities and Estates Management

• Oversee the repair, maintenance, and operational standards of all buildings and infrastructure, across the estate, including the Almshouse stock and the investment properties
• Ensuring the grounds at all Almshouse sites are presentable and well maintained across the seasons.
• Lead the delivery of Planned Preventative Maintenance (PPM) schedules and reactive maintenance ensuring works are scheduled and completed on a priority basis
• Manage refurbishment, redecoration, and improvement projects, ensuring quality, cost control, and sensitivity to heritage and conservation requirements.
• Ensure all building systems — electrical, mechanical, heating, water, drainage — are serviced, monitored and effective.
• Conduct regular inspections across the estate and investment properties, ensuring issues are identified and resolved quickly.
• Lead on property and facilities-related complaints resolution, ensuring timely investigation, learning, and compliance with the Housing Ombudsman’s Complaint Handling Code

Environmental Performance & Sustainability

• Lead the development of an Energy and Carbon Reduction Plan, aligning with national and sector targets.
• Work toward achieving and maintaining improved EPC ratings, including planning for Band C or higher across investment assets where applicable.
• Identify and deliver opportunities for renewable energy, improved insulation, energy-efficient systems, and waste reduction.
• Support the charity’s work towards reducing the carbon footprint of the organisation, aligning estate improvements with long-term sustainability goals.

Health, Safety & Compliance

• Act as the designated Health & Safety Leadfor the estate, ensuring compliance with all statutory and regulatory requirements.
• Oversee landlord compliance obligations, including:
  • Fire safety
  • Asbestos management
  • Water safety / Legionella
  • Gas and electrical safety
  • Accessibility and housing standards
• Ensure all risk assessments, safety inspections, and RAMS documents are up to date and fully implemented. Contribute to the quarterly update of the organisation’s central risk register for estates and facilities risks.
• Oversee the safe management of contractors on site.
• Ensure compliance with insurance requirements, safeguarding considerations relating to buildings, and data protection protocols.
• Ensure the organisation has appropriate estates IT systemsfor asset management, compliance monitoring, PPM scheduling, and workflow tracking.
• Maintain the key register and be responsible for the control of keys across all sites. Be responsible for opening and lock up procedures at the office, delegating responsibility where necessary.

Function as the Responsible Person for the control of the estate CCTV operations, recommend any developments or improvements required

Leadership & Team Management

• Line manage the Maintenance Team and provide strategic direction and operational oversight to the in-house team, ensuring the department deliver an efficient and professional service for the residents.
• Define clear roles, responsibilities, and workflows within the department to ensure efficiency and accountability.
• Lead on recruitment, training, and professional development across the property and estates team.
• Foster a positive team culture focused on safety, professionalism, communication, and resident-focused service.

Contractor, Supplier & Supply Chain Management

• Procure and manage external contractors, consultants, surveyors, and suppliers, ensuring value for money and high-quality delivery.
• Maintain and develop a trusted approved contractors list.
• Improve supply chain efficiency by building long-term partnerships with key suppliers and specialists.
• Lead tendering processes for major works, ensuring transparent and robust procurement

Financial & Asset Investment Management

• Develop and manage annual budgets for facilities and estates maintenance, capital projects, and compliance.
• Monitor expenditure, produce forecasts, and identify savings or efficiencies without compromising safety or standards.
• Prepare specifications, tender documents, and project plans for major works and capital investments.
• Support Trustees and the CEO in financial planning relating to property, including long-term capital expenditure planning and reserves strategy linked to estate needs.

Governance, Reporting & Organisational Contribution

• Prepare and present reports for the CEO, Property Committee, and Board of Trustees.
• Ensure that risks associated with the estate are identified, mitigated, and included within the organisational risk register.
• Provide out-of-hours estates and facilities support, including acting as an emergency on-call response for urgent property, safety, or security issues.
• Develop and implement up-to-date policies relating to asset management, health and safety, compliance, sustainability, and repairs/maintenance.
• Contribute to wider organisational strategic planning, ensuring property decisions support the charity’s mission and long-term vision.
• Deputise for the CEO on estate-related matters when required.
• To undertake additional duties as required, commensurate with the levels of the job.
• Maintain positive, professional relationships with all stakeholders.

For the avoidance of doubt, the duties and responsibilities contained within this job description may change from time to time according to the requirements of the role and it is not intended to have contractual effect.