Assistant Estates Officer
| Posting date: | 09 July 2025 |
|---|---|
| Salary: | £27,711 to £33,366 per year |
| Additional salary information: | Local Government Pension Scheme |
| Hours: | Full time |
| Closing date: | 25 July 2025 |
| Location: | Barnstaple, Devon |
| Remote working: | Hybrid - work remotely up to 3 days per week |
| Company: | North Devon District Council |
| Job type: | Permanent |
| Job reference: |
Summary
To actively and professionally manage the property assets of the Council in accordance with instructions from the Property Manager, and Estates Officer in association with the Estates Team...
To organise and be responsible for effective and efficient office systems for the Property Team
To keep up to date records on work undertaken in accordance with property assets
To manage budget monitoring of projects carried out by Estates
Process all incoming and outgoing correspondence
Accurately update records, ensuring efficient collating and administration of departmental databases
Where needed provide system support to the Team in terms of Word, Excel, PowerPoint, QGIS TF and other relevant system
To manage and oversee the TF Asset Management system, by updating information as required, monitor key dates and generally ensure its efficiency
To generally support the Property Services Team with all matters, taking the lead on projects as instructed by the Property Manager and Estates Officer
To manage Gypsy and Travellers and unauthorised encampments when occupying Councils land
To manage and co-ordinate the instruction of Legal Services and the be Councils representative at Court hearings to evict Gypsies and Travellers and any other unauthorised encampments from the Councils land
To manage and coordinate instructions to High Court Enforcement agents on evictions
To be the decision maker on evictions of unauthorised encampments on Council land and coordinate the process of eviction, including security, bailiffs, legal services, court and clearance of site post encampment
To manage the clearance and security of sites that have been used by Gypsies and Travellers or unauthorised encampments
To carry out inspections on Council land and tenanted properties
To be responsible for the annual licences, instigate new licences and instruct the Debtors Team on the collection of the relevant fees, including, garages, parking and access/rights of way, events etc.
To be responsible for issuing tenant alterations applications review the submissions and issue licences for the works to be carried out and to attend site visits to check the condition on completion of the works whilst managing the tenants expectations
To complete rent reviews and instruct Finance accordingly
To coordinate the Estates debt reports and communicate with tenants regarding debts
To manage statutory undertakers wayleave applications, instructing legal, instructing Engineers to review the sites condition to ensure it is satisfactory condition to the Council and to arrange reinstatement works where needed with the statutory undertaking
To manage Heads of Terms agreements for legal matters on Council assets in consultation with the Estates Officer or senior officer
To have landlord and tenant communication with existing tenants To manage new lettings of Council assets which includes conducting negotiations with prospective tenants or their agents on terms of new leases including rent, term and liabilities for insurance and repairs, negotiating with prospective licences or their agents at the start of a new lease matter in consultation with the Estates Officer or senior officer
To negotiate and agree Heads of Terms for all legal matters on Council land and property
To instruct Finance to amend accounts and collect new rents and advise of insurance valuations, assist collection of rents from corporate properties.
Instruct external agents of landlord and tenant matters
To instruct Building Surveyors and Engineers, on necessary repairs to properties agreed as council responsibility and monitor works.
To ensure that tenants comply with terms of their leases, servicing notice of intention to carry out rent reviews, taking appropriate action in respect of tenants vacating premises.
To liaise with agents regarding letting of advertising hoarding on Council properties and maintenance thereof
To assist with collation of market information for commercial, valuation and rent review purposes, providing support to Professional colleagues on all relevant property and valuation matters
To manage the Councils energy performance certificates validation and instruct contractors for new reports, liaise with Building Services regarding the required building upgrades to ensure the asset is let-able
Independently organise the recharges to tenants for electricity and water consumption
Undertake any other duties commensurate with the grading of this post; as delegated by the Property Manager
To manage request for Waivers with all statutory undertakers
To oversee the updating of the Land Terrier and Asset Management System
To manage and coordinate utilities contracts via procurement for Council properties ensuring best value
To be responsible for securing vacated Council property, safeguarding contents, in cases of bankruptcy or vacation by tenant through rent arrears
To supervise and mentor junior members of the team (i.e apprentices)
To coordinate small events for the Estates team on opening of new assets / completion of projects
To work with agents on management of Council property and instruct external agents to support on landlord and tenant matters
To assist Building Surveyors on issues relating to let-able properties
To liaise with tenants when inspections are required to the Councils assets that are let and instruct the tenants to carry out repairs based on their lease
To organise and be responsible for effective and efficient office systems for the Property Team
To keep up to date records on work undertaken in accordance with property assets
To manage budget monitoring of projects carried out by Estates
Process all incoming and outgoing correspondence
Accurately update records, ensuring efficient collating and administration of departmental databases
Where needed provide system support to the Team in terms of Word, Excel, PowerPoint, QGIS TF and other relevant system
To manage and oversee the TF Asset Management system, by updating information as required, monitor key dates and generally ensure its efficiency
To generally support the Property Services Team with all matters, taking the lead on projects as instructed by the Property Manager and Estates Officer
To manage Gypsy and Travellers and unauthorised encampments when occupying Councils land
To manage and co-ordinate the instruction of Legal Services and the be Councils representative at Court hearings to evict Gypsies and Travellers and any other unauthorised encampments from the Councils land
To manage and coordinate instructions to High Court Enforcement agents on evictions
To be the decision maker on evictions of unauthorised encampments on Council land and coordinate the process of eviction, including security, bailiffs, legal services, court and clearance of site post encampment
To manage the clearance and security of sites that have been used by Gypsies and Travellers or unauthorised encampments
To carry out inspections on Council land and tenanted properties
To be responsible for the annual licences, instigate new licences and instruct the Debtors Team on the collection of the relevant fees, including, garages, parking and access/rights of way, events etc.
To be responsible for issuing tenant alterations applications review the submissions and issue licences for the works to be carried out and to attend site visits to check the condition on completion of the works whilst managing the tenants expectations
To complete rent reviews and instruct Finance accordingly
To coordinate the Estates debt reports and communicate with tenants regarding debts
To manage statutory undertakers wayleave applications, instructing legal, instructing Engineers to review the sites condition to ensure it is satisfactory condition to the Council and to arrange reinstatement works where needed with the statutory undertaking
To manage Heads of Terms agreements for legal matters on Council assets in consultation with the Estates Officer or senior officer
To have landlord and tenant communication with existing tenants To manage new lettings of Council assets which includes conducting negotiations with prospective tenants or their agents on terms of new leases including rent, term and liabilities for insurance and repairs, negotiating with prospective licences or their agents at the start of a new lease matter in consultation with the Estates Officer or senior officer
To negotiate and agree Heads of Terms for all legal matters on Council land and property
To instruct Finance to amend accounts and collect new rents and advise of insurance valuations, assist collection of rents from corporate properties.
Instruct external agents of landlord and tenant matters
To instruct Building Surveyors and Engineers, on necessary repairs to properties agreed as council responsibility and monitor works.
To ensure that tenants comply with terms of their leases, servicing notice of intention to carry out rent reviews, taking appropriate action in respect of tenants vacating premises.
To liaise with agents regarding letting of advertising hoarding on Council properties and maintenance thereof
To assist with collation of market information for commercial, valuation and rent review purposes, providing support to Professional colleagues on all relevant property and valuation matters
To manage the Councils energy performance certificates validation and instruct contractors for new reports, liaise with Building Services regarding the required building upgrades to ensure the asset is let-able
Independently organise the recharges to tenants for electricity and water consumption
Undertake any other duties commensurate with the grading of this post; as delegated by the Property Manager
To manage request for Waivers with all statutory undertakers
To oversee the updating of the Land Terrier and Asset Management System
To manage and coordinate utilities contracts via procurement for Council properties ensuring best value
To be responsible for securing vacated Council property, safeguarding contents, in cases of bankruptcy or vacation by tenant through rent arrears
To supervise and mentor junior members of the team (i.e apprentices)
To coordinate small events for the Estates team on opening of new assets / completion of projects
To work with agents on management of Council property and instruct external agents to support on landlord and tenant matters
To assist Building Surveyors on issues relating to let-able properties
To liaise with tenants when inspections are required to the Councils assets that are let and instruct the tenants to carry out repairs based on their lease
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