Property Estates Support Officer Ref: 56-24

Salary: Grade 10, £23,152 to £24,916 per annum
Hours: Full time 37 hours per week
Place of Work: Dereham / across Breckland
Basis: Permanent

The Property Team manage the Council's assets which includes our Headquarters, commercial property and some serviced office accommodation in the District.  We ensure these operational and commercial assets are fit for purpose and serving our customers and businesses in the most effective way. This is an exciting opportunity to work in a delivery-focused place and with a high performing team.

Would you like a job where what you do:

• Makes a difference to customers and businesses across the Breckland district
• Allows you to play a key role in helping us maintain the Council's assets

We are seeking a Property Support Estates Officer to provide administrative and operational support to the Property Team and associated services across multiple locations within the Breckland area.

You will be required to support the effective delivery of the marketing and leasing lifecycle events of the Councils Commercial Property Portfolio, advertise the Councils Conference Centre and arrange bookings from enquiry to invoicing, effectively support and process the Property Team Inbox email enquiries. 

Other areas include assisting the team with required purchase orders and invoicing, issuing access cards to staff and tenants, supporting the land asset administration needs and actively contribute to continual improvement

This is an integral role to the property team which requires a high standard of customer service both internally and externally, excellent writing skills and a positive team spirited approach.

About you:

We are seeking a dedicated Property Estates Support Officer who is passionate about delivering excellent customer service and supporting the team to ensure the Council's assets are presented to a high standard enforcing Breckland Council as a Landlord of choice.

You will be a good communicator and have excellent organisational skills, you will be keen to use your skills to sustain a high performing service whilst working collaboratively with immediate colleagues and the wider Property Team.

Committed to 'getting things done', you will be self-motivated, a problem solver and able to work creatively and collaboratively to deliver results and constantly prioritise workstreams.

As a confident communicator, you will be comfortable leading on your workload and working with the team to achieve the best outcomes.

Collaborative - I look for ways to work in partnership and listen supportively to the ideas of others, building on their ideas, while sharing my views and knowledge. 
I recognise the skills, talent and experience of others and reach out to them for their contribution and input.

Ambitious - I always ask myself 'How could we do this better?', taking ownership of change and helping others to understand, adapt, implement, and embed it.
I have an open mindset, take risks and explore new ways of doing things. 

Results-driven - I review my own performance and ask for feedback to learn and improve. I make sure I am clear on what I need to achieve, keeping a focus on results and solutions.
I am driven, showing courage and resilience even when things don't go to plan. 

Empowering - I show energy and drive to explore new opportunities and challenge the status quo - acting on opportunities to generate income or reduce costs, embracing new technology and promoting digitalisation.
I ask for help and support when needed, and take responsibility if things don't go well, learning from it for my own and for the organisation's development.

Supportive - I treat others as I would want to be treated myself, ensuring that I am welcoming, friendly and approachable. I give time to colleagues who need help or support.
I understand and take care of my own wellbeing, as well as the wellbeing of those around me.

OK, I'm interested...but is it really the job for me?

As our Property Estates Support Officer, you will:

1. Provide a full administration support service to the Property team.
2. Undertake marketing of the Council's Conference Centre and manage bookings from enquiry through to invoicing.
3. Support the marketing and enquiry management for the commercial property portfolio and arrange viewings and help support the tenant relationship.
4. Administer tenant and licensee vacations and new occupations including arranging handover packs for tenants when a property lease completes.
5. Provide support to enable the team to input and process purchase orders and invoice queries and manage suppliers and order equipment / services and to undertake some central purchasing i.e. utility services.
6. Administer and update all in house software systems and develop and provide performance information.
7. Support and process any complaints, insurance claims, any FOI requests, health and safety enquiries and the Property team inbox.
8. Provide support to the users of the Council's operational property i.e. by organising and managing the distribution and recording of access cards and staff locker keys and other head office related administration.
9. Support land registry searches and support the Property team in dealing with discrepancies with property and land ownership.
10. Support the land terrier / GIS system with any changes to the Council's ownership or property through either acquisition or disposal.

If you would like an informal chat regarding this role please contact Zoe Bradshaw Commercial Estates Surveyor by emailing zoe.bradshaw@breckland.gov.uk

Closing date - 9am 2 January 2025

What's it like to work for us?

We are passionate about our people and pride ourselves on being a great place to work, we genuinely care and know that a happy workforce is a productive and motivated one! If you're still not sure, here are some stats from our 2024 staff survey to convince you..

• 94% said they feel trusted and empowered
• 90% of staff recommend Breckland as a great place to work
• 89% said they have had opportunities to learn and grow in the last 12 months
• 94% think Breckland provide positive action on health and wellbeing
• 91% said they felt supported by their manager

If you STILL need convincing, here's what some of our staff say...

• "Breckland is a fantastic employer, lots of opportunities and support"
• "Having only just started, it is a great place to work, everyone says hello, is smiley and chatty. I like the groups that are on, like carers shed and neurodiversity"
• "We are encouraged to take regular breaks and there are mental health first aiders and a wide range of good promotional aspects of healthy living and wellbeing."
• "In times of need the council offers excellent support."
• "BDC really does seem to care about the wellbeing and happiness of their staff."

At Breckland Council we have embraced the Government's agenda to modernise local government. Our approach is to lead change rather than follow it, and to add the best value we can to our communities. We achieve this by developing our employees to their full potential, providing them with the relevant knowledge, equipment, and authority to carry out their duties.

We are a dynamic and innovative organisation that is always testing and learning as we seek to continually improve. We have never stood still in response to the emergence of new opportunities, changing customer demands, and ongoing funding challenges. We have exciting plans for how to deliver the best possible services to our residents and businesses.

Breckland as a district is a special place nestled in the heart of rural Norfolk, spanning over 500 square miles of beautiful countryside and forest, with five Market Towns and over 140,000 residents. We care, we listen, and we support people and businesses within our district. We have big ideas and we are innovative in our approach, coming up with ways to meet the needs of the local communities that we serve. Through our actions, we want to make things better.

But we know that we can't do it alone. We are a collaborative organisation and we work together with others to make a greater impact. We are also an organisation where our employees can grow and develop and are empowered to achieve and succeed. We are proud of our area, and by driving investment and enabling opportunities, we can maximise its full potential. We want to inspire aspiration to live, work, visit, or do business here: we want our district to be one of choice.

We will support and enable growth and change in our thriving, welcoming places where people and businesses choose to be, knowing their ambitions can be not just fulfilled but exceeded. By listening to people, by understanding what they need and by working together, we can shape what we have to offer. By doing so, we can benefit those who are already here and those who choose to come to live, work, visit, or do business.

We offer excellent conditions of service, including:

• A local government pension scheme (14 per cent employer contribution).
• Attractive holiday package (25 days increasing after three years' continuous Local Authority service by one day per year up to the maximum of 28 days, plus bank holidays)
• Free car parking.
• Remote-enabled working arrangements.
• A newly refurbished office. See what it is like working here by watching this short film: 
  

Our commitment to talent development, on the job learning and upskilling, training and professional memberships, will keep your knowledge and skills up to date.

Job summary

Description of duties

• To provide a full administration support service to the Property team.
• Undertake marketing of the Council's Conference Centre and manage bookings from enquiry through to invoicing.
• Support the marketing and enquiry management for the commercial property
• portfolio and arrange viewings and help support the tenant relationship.
• Administer tenant and licensee vacations and new occupations including arranging handover packs for tenants when a property lease completes.
• Provide support to enable the team to input and process purchase orders and
• invoice queries and manage suppliers and order equipment / services and to
• undertake some central purchasing i.e. utility services.
• To administer and update all in house software systems and develop and provide
• performance information.
• To support and process any complaints, insurance claims, any FOI requests, health and safety enquiries and the Property team inbox.
• To provide support to the users of the Council's operational property i.e. by
• organising and managing the distribution and recording of access cards and staff
• locker keys and other head office related administration.
• Support land registry searches and support the Property team in dealing with
• discrepancies with property and land ownership.
• Support the land terrier / GIS system with any changes to the Council's ownership or property through either acquisition or disposal.
• Undertake any other duties as required by the line manager as part of the role
• Ensure compliance to all policies, procedures, standard operating practices, with recommendations for action and continuous improvement.

This job description is not exhaustive.

The job description outlines the current position and will be subject to review in the light of development within the service. This will be in consultation with the post holder, as detailed in your Contract of Employment.

Experience and Knowledge

Essential

• Experience of working in an office environment and the ability to organise administration processes.
• Knowledge of property related administration.
• Knowledge of all Microsoft packages.
• Experience of working in a customer-facing environment and dealing with difficult customer service situations.
• Ability to be diplomatic, tactful and firm and professionally represent the Council.
• Well organised and ability to prioritise own workload.

Desirable

• Knowledge of local government structure processes and environments.
• Understanding of GDPR legislation and requirements.
• A geographical understanding of the Breckland district.
• Experience of handling complaints and FOIs.
• Experience of marketing commercial property and marketing session hire space in a Conference facility.
• Knowledge of budget processes and experience of raising and managing purchase orders and raising invoices.
• Experience of undertaking land registry searches.

Qualifications

Essential

• A good standard of education (GCSE English and Maths at Grade C / Level 4 or above, or equivalent qualification or experience)

Desirable

• Office administration qualification.
• Health & Safety qualification

Essential Behaviours

Collaborative:

• I listen supportively to the ideas of others, building on their ideas, while sharing my views and knowledge
• I recognise the skills, talent and experience of others and reach out to them for their contribution and input

Ambitious:

• I always ask myself 'How could we do this better?'
• I am a proud ambassador for the Council, taking pride and responsibility for the work we do and encouraging others to do the same

Results Driven:

• I make sure I am clear on what I need to achieve, keeping a focus on results and solutions
• I am flexible ensuing I provide the best possible service, wherever and whenever possible for the customer

Empowering:

• I embrace new technology and look for new ways for our services to become digital not forgetting to be accessible for all
• I take responsibility if things don't go well and learn from it for my own and for the organisation's development

Supportive:

• I treat others as I would want to be treated myself, ensuring I am welcoming, friendly and approachable
• I treat everyone with kindness, dignity and respect, valuing their thoughts, background and experience

Health & Safety (exposure to risk)

• Majority of task is spent at workstation/sedentary, therefore the risks associated with this role are commensurate with an office-based position, i.e. VDU/ Work Related Upper Limb and Posture

If you would like an informal chat regarding this role please contact Zoe Bradshaw Commercial Estates Surveyor by emailing zoe.bradshaw@breckland.gov.uk

Closing Date: 9am 2 January 2025

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Equal Opportunities

We are committed to being an Equal Opportunities employer, recognising the benefits of sustaining a workforce that reflects the diversity of the community we serve. We welcome applications from anyone who feels they meet the requirements of our vacancies. These are listed as essential requirements on the person specification.