Estates Administration Officer

Department for Environment, Food & Rural Affairs (DEFRA); Manchester; On-site; GBP 22,000 - 28,000; Full time

Job summary

Defra Group Property is seeking an Estates Administration Officer to provide comprehensive administrative support to the Corporate Property Team in the Defra Group. The role involves data management, report generation and support for external service providers across a national estate.

You will handle enquiries, maintain documents and spreadsheets, and assist surveyors and colleagues with estate management tasks as part of a busy professional team.

Qualifications

• Strong administrative and organisational skills.
• Ability to gather, collate and maintain information from various sources.
• Proficiency with property management systems and electronic databases.

Responsibilities

• Provide high-quality administrative support across the Corporate Property Team.
• Manage and respond to enquiries via shared mailboxes with timely, professional responses.
• Gather, collate and maintain information from multiple sources with data accuracy.
• Input, manage and update data within property management systems and electronic databases.
• Maintain and develop spreadsheets, trackers and reports to support business activities.
• Generate, update and distribute management reports ensuring accuracy and currency.
• Support commissioning of external service providers, including PO raising and invoicing.
• Organise and monitor electronic records and SharePoint Online.
• Provide administrative support to Surveyors and estate management staff.
• Assist in improving administrative processes and tools to boost efficiency.

Skills

Administrative skills

Organisational skills

Attention to detail

Communication

Tools

SharePoint Online

Job description

Defra Group Property is responsible for providing accommodation to the Defra Group, including the Department, its Executive Agencies (Animal & Plant Health Agency; Rural Payments Agency) and bodies such as the Environment Agency, Marine Management Organisation and Natural England. Defra Group Property is broken down into functional teams including property strategy; corporate property; facilities management; build project management; and workplace management. These services are combined to provide a fit for purpose workplace for approx. 23,000 engaged in providing a healthy, safe and protected natural environment; and a thriving productive farming economy and food chain. The Corporate Property Team manage the commercial property which is used and occupied by Defra Group to accommodate its' staff and deliver services to the public. This property ranges from small coastal offices for fisheries work to large complex laboratories untaken internationally recognised research. Our primary function is to manage the interests of the Group as an owner and occupier of property ensuring compliance and building relationships with our supplier partners, landlord's and occupiers. Defra Group is both landlord and tenant and so works in a commercial environment whilst supporting common key objectives aligned to the Government Property Strategy. The team uses its professional skills combined with outsourced service partners to effect transactions and managing property and property occupations The Estates Administration Officer provides comprehensive administrative and business support to the Corporate Property Team, helping to ensure the effective management of the Defra Group estate. While based within a specialist property team, no previous property experience is required, as full training and support will be provided. This role offers an excellent opportunity for a motivated individual with strong administrative and organisational skills to contribute to a busy professional team while developing knowledge of corporate property management. Travel to other sites occasionally for meetings or training may be required. The post does not include line management responsibilities. Responsibilities of this role include (but are not limited to):

• Provide high-quality administrative support across the Corporate Property Team.
• Manage and respond to enquiries received through shared mailboxes, ensuring timely and professional responses.
• Gather, collate and maintain information from a variety of sources, ensuring data accuracy and integrity.
• Input, manage and update data within property management systems and electronic databases.
• Maintain and develop spreadsheets, trackers and management information reports to support business activities.
• Generate, update and distribute management reports, ensuring information is accurate, current and fit for purpose.
• Support the commissioning of external service providers, including raising purchase orders and receipting invoices in line with agreed financial processes.
• Organise, maintain and monitor electronic records and document management systems, including SharePoint Online.
• Provide administrative support to Surveyors and other team members across a range of estate management activities.
• Assist in the development and improvement of administrative processes, systems and management tools to enhance team efficiency and service delivery