Business Support Officer (Estates)

The Estates Team in West Forest DistrictThe Estates Team is an integral part of the management of West District, providing professional support to the Recreation & Engagement and Forestry & Land Management functions. The team is led by the Head of Estates and is split into two halves. The first, is a Buildings & Projects team tasked with delivering the districts building management and commercial developments as we strive towards carbon neutrality and providing modern efficient building infrastructure to support our front-line delivery. The second is the Estate Management team and provides general support to the delivery teams, as well as leading on case management for liability claims and legal disputes. This role will be based at Coleford and form part of the Buildings and Projects team working 37 hours per week, across Monday to Friday. As the Buildings and Projects team is relatively new and evolving, this is an exciting time to join and help shape the future. The principal responsibility will be to support this team, including an Area Land Agent, two Building Surveyors, Development Manager, Project Manager and Administration Officer. However, there will also be times where support is required for the wider Estates team. This role will work in tandem with a second Business Support Officer currently located in Exeter, with distribution of work areas being set by the lead Area Land Agent. The role will be supported by the Administration Officer. We are looking for an individual who is highly organised, methodical, logical, with a good level of financial awareness. This is a supporting role, but the successful candidate will be required to have a good deal of self-motivation and be able to manage their own workload. To thrive in this enticing role, you will have great communication skills and the ability to work collaboratively with stakeholders such as colleagues in other teams and contractors. This is a high-quality business support role, requiring diligence, a problem-solving aptitude and an ability to prioritise.Key Work AreasOversee, monitor and update the annual programme of works for inspection, maintenance and projects for the built estate portfolio, liaising closely with the Building Surveyors to ensure they can efficiently implement the programme.Support our statutory and policy compliance programme in relation our buildings, including the introduction of a robust resumptions system.Act as the first point of contact for building works queries, including from contractors and colleagues within district or the national office Estates team.Work with the Administration Officer and Building Surveyors to source new contractors and to ensure that they all have valid insurances, certificates of competence and H&S paperwork.Support the team with procurement and administration, that range from smaller maintenance works to larger instructions that require formal tender processes.Assist the Building Surveyors with the monthly budget monitoring, forecasting and accruals process, using the finance packages (Efin and Collaborative Planning) and liaising with the Finance Manager.Assist the Building Surveyors and Land Agents with the preparation of the annual Business Plan and 5-year Long Term Financial Model.Support the Development Manager with the preparation, co-ordination and tracking of business cases, for projects on the Districts Investment Programme, through the national Project Management Office.Support Project Managers with the delivery and management of projects, including liaison with the Project Management Office.Support, manage and maintain project documentation, including documents and presentation material for meetings, workshops and producing formal notes and minutes.Lead the collection, recording, monitoring and reporting of energy and water usage across the district and assist in identifying and prioritising recommendations for investment to reduce consumption.Be responsible for overseeing the teams records, data and knowledge management systems in relation to property management, ensuring that they are accurate, accessible and usable. Key systems include our GIS platform Forester Web, software within Microsoft Office 365 and Collaborative Planning (for finance).Support the timely processing of invoices, including authorisation within delegated approval thresholds.