Estates Coordinator

Job Description

Title:                                     Estates Coordinator

Accountable to:

              Estates Manager, Director of Finance

Key working relationships:

Internal:

Director of Quality Improvement and Compliance, Estates Manager,
All Department Directors and Heads, Safeguarding Department
Representatives (SDR’S), Housing, Retail and Outreach Centre
staff.

External:

Health  and  Safety  Executive  (HSE),  UK  government  Agency,  The
Growth  Company  Trusted  Standard  Quality  Assessors, Agencies,
Support
Organisations, Landlords Contractors and The Charity Commission.

Location:

Life National Office, Leamington Spa
Mix  of  office  and  home  working,  along  with
considerable travel to locations around the UK.

Contract Type:

Permanent

Working hours &
Salary:

35 hours per week: £23,132 per annum

Benefits:

25 days holiday plus bank holidays (pro-rota for
part time contracts) Pension Scheme, Flexible
working arrangements, Birthday leave after 1
years’ service. Paid mileage for travel to locations
other than base location.

Main purposes of the job:
This role will help to ensure Life’s services are being delivered to the required high
standards, through a continuous cycle of review of our activities and processes  within our
estates provision.

Within this role you will provide assurance that Life’s Estates related activities and
processes meet both internal required quality standards, as well as any relevant
legislative and regulatory obligations,  with the guidance of the Estates Manager. This is a
wonderful opportunity for someone who really wants to drive improvement into our
Charity and to act as a primary catalyst for change.
You will promote a culture of continuous improvement amongst the staff and volunteer
teams, co-developing and implementing  KPIs for high quality estates management.

As the Estates Coordinator you will work closely with the Estates Manager to deliver the
necessary actions that ensure the Health and Safety of all stakeholders that use our
estates portfolio through premises/facilities management across the charity, delivering
the actions that ensure we are compliant with relevant regulations.

Reporting to the Estates Manager, you will work with key individuals to ensure
compliance with health  and safety practices through managing the recording systems
and reporting on performance analysis to assist the Charity in meeting their legal
compliance requirements.

You will help to drive a positive health and safety culture within Life ensuring that any
legislation changes are communicated and adopted throughout  the charity.

Supporting  the Estates Manager;  you will deliver the actions that manage  the Charity’s
property  portfolio  in  relation  to  compliance,  maintenance,  contracts,  and  services,
travelling to our properties and carrying out actions or coordinating suppliers in ensuring
our properties meet the required standards.

You will monitor,  maintain, and manage Life’s property portfolio ensuring our premises
are safe, secure, well maintained  and aligned  with relevant current legislation.

You will be responsible for ensuring our external compliance partners meet their
obligations in completing all safety and compliance checks, including but not limited to
Gas Safety, Fire Safety, Legionella  and Asbestos across the Charity’s property portfolio.
You will be required to maintain records of checks and works required and completed.

Key achievement areas:

Health and Safety:

•  With the direction of the Estates Manager, you will carry out all necessary tasks

such as safety and compliance checks, risk assessments, property maintenance
assessments to ensure regulatory compliance and a good standard of property.

•  You will assist on Health and Safety projects and conduct monitoring activities,

identify areas of improvement, and create monitoring  reports

•  You will conduct audits, visits, investigations, and compliance monitoring

•

 Be a part of the Health & Safety Committee with representatives from each
department

Premises Management:

•  You will work alongside all relevant teams to ensure premises audits are

conducted, all works are identified, reported and completed in a timely manner
and ensuring the quality standards are maintained  within Life’s property portfolio

•  You will assist the Estates Manager in managing repairs, maintenance and

contracts for the Life’s National Office ensuring it is maintained  to a high quality

•  You will instruct contractors/suppliers to carry out compliance related works as

required in our premises and address and identify remedial  works

•  You will oversee and maintain  a file of all works undertaken by third party

contractors to include all relevant documents required

•  You will develop, implement  and manage a system to ensure all works are carried

out in a timely,  cost effective and efficient manner

•  You will support the Estates Manager in managing  all of the Charity’s

commissioning and decommissioning of properties where appropriate in
conjunction with the appropriate manager and in line with budgets

Personal responsibilities:

•  The post holder must assume responsibility for their own professional and

personal development (supported by Life where appropriate) to ensure their
continuing competence to deliver Life’s requirements

•  A key component of development is becoming fully aware of regulatory and legal
requirements impacting on operational  services and ensuring that all staff within
those services are aware of and deliver their individual responsibilities

Safeguarding Children & Adults at Risk of Harm:

•  Safeguarding is everyone’s responsibility, and all employees are required to act in
such a way that at all times safeguards the health and wellbeing of children and
adults at harm of risk

•  Familiarisation  with, and adherence to, the appropriate organisational

Safeguarding policies and any associated guidance is an essential requirement of
all employees as is participation in related mandatory/statutory training

•  All employees must ensure that they understand and act in accordance with this

clause. If you do not understand exactly how this clause relates to you personally,
then you must seek clarification from your immediate line manager as a matter of
urgency

•  Equally, all managers have a responsibility to ensure that their team members

understand their individual responsibilities with regards to Safeguarding Children
and Adults at Harm of Risk

Corporate behaviours:

All staff are expected to:

•  Work towards the charity’s aims and objectives, and uphold its vision and mission

• Operate in line with our core workplace values which are:

-  Humanity – All people are special and equal   -   Solidarity – We are

with you and for you

-  Community – We are better together

-  Charity – Doing good for one another

-  Common Good – Building a better world

•  Demonstrate respect for others and value diversity

•  Act responsibly regarding the health and safety of themselves and others

•  Focus on the client and customer, both internally and externally, at all times

•  Make an active contribution to develop the service

•  Learn from, and share experience and knowledge

•  Keep others informed of issues of importance and relevance

•  Consciously review mistakes and successes to improve performance

•  Act as an ambassador for the charity and always maintain professional standards

•  Use discretion and sensitivity and be aware of issues requiring total customer

confidentiality

•  Demonstrate a flexible approach to their work
•  Abide by and take responsibility for the obtaining,  storage, processing and sharing

of any personal data within the meaning of the General Data Protection
Regulations 2018 and as defined in the relevant Life policies for all aspects of
service delivery and working practice, paying particular attention to the protection
of personal information in any form and by whatever means it is accessed by you.

This job description is not necessarily an exhaustive list of duties but is intended to reflect
a range of duties the post holder will perform. The job description will be reviewed regularly
and may be changed in consultation with the post holder.

Post title:  Estates Coordinator

Personal skill characteristics

Values & Behaviours

Essential
(Tick)

Desirable
(Tick)

Ability to demonstrate, understand and apply our workplace
values. These are embedded in all roles and employees must
evidence their attitudes/behaviours

Committed to the vision, mission and values of the charity

Abilities and Attributes

Highly professional and confidential approach
Ability to be proactive and take the initiative

Highly organised with the ability to organise others

A growth mindset; curious, proactive and open-minded to allow
growth

  Experience / Knowledge / Qualifications

Experience of maintenance of property or portfolio  of properties

Evidence of continuing personal and professional development

Safeguarding level 3 training

Problem solving and effective change management experience

Continuous improvement training

Communication

Excellent verbal and written communication skills

Effective goal setting experience

Personal

Committed to the vision, mission, and values of the charity

Commitment to quality,  customer service, best practice and best
value in all aspects of the charity’s operation

Dynamic

Ambitious

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Ability to work on own initiative

Handles  pressure  of  meeting  deadlines  and  supports  others
where possible

Motivated

Commitment to own personal and professional development

Ability to motivate others and work as part of a team

Ability to negotiate and influence

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 Approved By:

Approved Date:

Internal Use Only

Issue No:

Review Date: