Leasehold Property Officer

For jobs located in Wales, the ability to speak Welsh is desirable.

From the design and development of policies to the delivery of services supporting work, welfare, pensions and child maintenance, DWP is the Government’s largest department.

People are at the very heart of what we do. We ensure disabled people can live more independent lives; help tackle poverty and homelessness; provide a financial foundation for a secure old age; and support families ensuring children can fulfil their potential.

DWP has the largest commercial estate in government and our team is committed to being smaller, greener and better – helping people to work, grow and thrive. Our estate provides accommodation for colleagues who support millions of daily customer interactions in Jobcentres and Health Assessment centres, back of house offices delivering frontline services and hub sites housing expert functions such as Policy, Finance, Digital and HR.

The DWP Estates function ensures the smooth and efficient operation of this network on a day-to-day basis. We manage a private sector supply chain that delivers essential services such as security guarding, maintenance, property and leasehold, construction, cleaning and facilities management. Many of these services are business critical and we cannot safely open our offices without them. 

Our ambitions are to:

• Transition to a smaller, more affordable, and adaptable estate
• Invest in improving DWP’s buildings and infrastructure, conducted mainly through an extensive programme of planned replacement works 
• Meet our agreed Government Greening Commitments – creating a culture where sustainability is embedded
• Expertly deliver cost effective services
• Create a professional working culture that is best in class across the Government Property world.

There is no better time to join us as we transform our estate and make our buildings fit for the future.

As a Leasehold Property Officer you will be a key member of the Leasehold Team during this exciting time when DWP is modernising and investing in its estate. We have an ambitious programme of work to deliver over the next few years, including high volumes of lease acquisitions, divestments, regears and landlord consents, on top of the day-to-day work of managing the largest estate in Government.  This role will provide you with the opportunity to learn and develop commercial property skills in a supportive and fast paced environment.

Working to support the Leasehold Property Manager, deputising as necessary, in achieving the Department’s strategic objectives, you will be working on the day to day management of the portfolio in collaboration with expert external suppliers (property consultants and solicitors), and internal stakeholders.

Government Property Profession Career Framework (Link)

This role sits within the following:

• Job Family – Strategic Asset Management
• Core Role – Property Portfolio Management
• Level – Practitioner

Key accountabilities

• Provide estate management support to the Leasehold Property Manager and wider Leasehold team on core estate management and project-based activities across the property portfolio including property transactions required to deliver strategic change eg: acquisitions and disposals, lease regears and landlords’ consents.
• Raising, recording and monitoring of instructions to 3rd party suppliers using property systems
• Monitoring, reviewing and recording of business-critical data using excel trackers and online filing systems
• Provide secretariat support to the wider Leasehold team as required, including production of monthly reports
• Working with specialist suppliers to support the delivery of property transactions,
• Ensure internal stakeholders and customers are kept informed of solutions to estate management related issues ensuring continuation of operational services
• Provide assurance and support the sign off process required for the approval of property transactions presented to internal DWP governance forums
• Work alongside operational business leads, partner organisations and supply chains to support the management of leased premises
• Negotiating, establishing and processing inter-government occupancy transactions, ensuring alignment with the Estates Property Strategy
• Support the wider Leasehold team and real estate supplier in heads of terms negotiations
• Support the Leasehold team and Supplier Partners as required in the review of business rates, service charge and any other budget reconciliation
• Collaborate with Corporate Finance & Estates Business Assurance teams in reviewing and processing of invoicing queries
• Collate and present data and information to support freedom of information, Prime Minister’s Questions and any other requests for property information
• Encourage joined up teamwork within own team and across supply chain and other groups, establishing professional relationships whilst collaborating to share information and support.
• Identify areas for improvement and simplify processes to provide improved ways of working, governance, efficiencies and effectiveness.
• Support consistency in approach and continuous improvement throughout the extended team by regularly reviewing methodology, process and approach, identifying lessons learned and sharing knowledge as required.
• Co-ordination of Continual professional development and Learning and Development opportunities for the team

Essential Skills, Knowledge & Experience

• Ability to use IT systems in the areas of:
• • Data Management
  • Reporting
  • Supplier instructions
• Communication/presentation skills
• Knowledge of or a willingness to learn:
  • property and estate management activities
  • finance forecasting, budgeting and accounting
  • legal and regulatory property matters
• Proficient use of Microsoft Office, including Excel, Microsoft Word, Outlook, PowerPoint and MS Teams
• Ability to establish cross team working groups and present and lead at team meetings
• Ability to evaluate options in order to make informed decisions based on good commercial principles and business objectives
• Strong analytical skills including research and investigation
• Ability to work independently and collaboratively as part of a team
• Excellent written and oral communication skills

Qualifications/professional memberships

Desirable

• Experience in commercial or residential property management gained within the property function of a large organisation
• Working towards or willingness to work towards an appropriate RICS qualification

We’ll assess you against these behaviours during the selection process:

• Making Effective Decisions
• Working Together
• Delivering at Pace
• Managing a Quality Service

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an average employer contribution of 27%

This role is suitable for a hybrid working arrangement, a type of flexible working arrangement, blending a combination of all workplace options (including home) with an office identified as a base and which remains the contractual place of work.  Hybrid working means an employee working part of the week in their DWP office and, part of the week from home.

Hybrid workers will spend a minimum of 40% of their time in the office over a four-week period. The number of days that anyone will be able to work at home will be determined primarily by business need but personal circumstances and other relevant circumstances will also be taken into account. This means that colleagues’ experiences of hybrid working will differ.  Also, any employee’s experience of hybrid working could change over time as role requirements and possibly personal circumstances change.

Successful candidates will be posted in merit order based on your location preferences and the geographical requirements of the busine

Job contact :

• Name : Matt Pepper
• Email : matt.pepper@dwp.gov.uk

Recruitment team

• Email : dwprecruitment.grs@cabinetoffice.gov.uk