Estates Officer

Location: Fermanagh and Omagh Area

Salary: Scale 6 SCP 20-24; £32,597 - £35,412

Quantity of Posts Available: 1

Closing date: Monday 16 Mar

Main Purpose of Job: To support the work within the Councils Estates and Property Team and assist in achieving the security, condition and efficient use of Council buildings, facilities and plant in accordance with good practice. The duties below are main generic duties of the Estates Officer. The postholder will be required to be flexible and adaptable as the responsibilities of the post may be subject to change as a result of organisational and structure review.

Main Duties and Responsibilities:

• Develop, undertake and record a programme of regular inspections highlighting asset condition defects and maintenance issues and ensure that these are recorded on the relevant system.
• Prepare clear works order technical instructions for repairs to be undertaken by Contractors or in-house Building Maintenance teams.
• Identify and prioritise emergency intervention work.
• Undertake post work verification inspections, where appropriate, with the assistance of the Building Maintenance team.
• Complete asset condition reports including option identification and cost estimates for replacement and/or repair to inform the preparation of business cases.
• Make effective use of the Council's asset management software (e.g. Concerto).
• Carry out programmed surveys of Council property to identify any trespass, deterioration of boundaries, encroachments, etc., and report to relevant officers to ensure that corrective action is taken.
• Assist with legal claim cases by providing relevant inspection reports and if required participate in legal proceedings.
• Identify and assist with the preparation of specifications for contract appointments for specialist condition inspections and reports and liaise with specialist consultants undertaking inspections and condition surveys.
• Monitor the control of contractors/business visitors (Sign in and out, Hot Works, Safe Systems, Permit to Work, etc).
• Assist with the quality monitoring of completion of agreed works by in-house teams and contractors.
• Assist in delivery of planned preventative maintenance in accordance with agreed plans for buildings, property, assets, fixed plant and equipment.
• Ensure processes are in place to manage the receipt, evaluation, instructing, recording and processing of planned preventive maintenance and any associated remedial works.
• Assist in organising remedial works from PPM and reported breakage and/or failure of components to Council property.
• Participate in regular service meetings with providers, contractors and where appropriate relevant Building Managers.
• Assist with monitoring of Fire Risk Assessments, Fire Safety Log Books, Asbestos Registers and other statutory checks.
• Assist with staff training and awareness in PPM and Asset Management processes (e.g. Water Safety/Legionella monitoring, Energy monitoring, Fire Safety, Security Equipment, Asset Data, etc).
• Produce/issue tenders and quotations documentation and assist with subsequent evaluation and assessment.
• Collect and collate data on the energy usage of the Councils property and assist with the implementation of building management initiatives such as energy efficiency measures and other associated projects.
• Work with Health and Safety Officers and Line Managers assisting with investigations and reporting; develop and deliver risk assessments, operating procedures and safety toolbox talks.
• Identify and develop efficiency opportunities in the maintenance and enhancement of Council assets.
• Assist other Managers and Supervisors in daily operational work planning and programming.
• Attend stakeholder meetings as required and work with other departments and organisations as necessary.
• Implement and utilise all relevant IT systems and technology to support service delivery (e.g. information systems including Concerto; GIS, Tech One) and assist with the recording, auditing and management of property records and service reports.
• Carry out general administrative duties and filing duties including raising and delivering purchase orders.

General:

• Ensure that the Health and Safety policy, organisation arrangements and procedures as they relate to areas, activities and personnel under your control are understood, implemented and monitored.
• Comply with all the Councils policies and procedures including the Employee Code of Conduct and the Employee and Councillor Working Relationship Protocol.
• Promote the Councils equal opportunities policies and avoid all forms of discrimination as an employer and a service provider.
• Implement all Financial and Procurement policies and procedures.
• Comply with employee responsibility in relation to all records held, created or used as part of the Councils business.
• Undertake the duties of the post at all times in a manner that enhances and promotes the positive image of Fermanagh and Omagh District Council.
• To participate in the voluntary emergency on-call team on a rota basis to meet the needs of the service and be available to work weekends, evenings and Bank Holidays on an exceptional basis.
• Undertake other duties which may be delegated at any time to deal with emergencies or situations that may arise and are appropriate to the grading of the post.

Essential Criteria:

• A degree or equivalent level qualification in a building/property related discipline and one year experience OR Three years relevant experience.
• Relevant experience must include evidence of working within a building/property related environment/mechanical or electrical services giving technical instructions for building/property related works or undertaking such works.
• Working on own initiative and as part of a team.
• Proficiency in the use of I.T. including Estates software and Microsoft Office Packages.
• Communicating with a range of internal and external stakeholders both orally and in written format.
• Ability to cope under pressure and work to deadlines.
• Access to transport to meet the needs of the post.

Desirable Criteria:

• A NEBOSH/IOSH Certificate in Health and Safety.
• Experience in the use of GIS and/or Computer Aided Design.
• Willingness to undertake further training and/or qualifications to support effective delivery of the role (e.g. NEBOSH Health and Safety Certificate; IOSH Managing Safely).