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Assistant Estates Officer

Job details
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
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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

Proud member of the Disability Confident employer scheme

Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.

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