Estates Booking and Utilisation Officer

NHS; Gloucester; On-site; GBP 31,000 - 38,000; Full time

Job summary

A healthcare provider based in Gloucester is seeking an Estates Booking and Utilisation Officer for a fixed term role. This position involves managing internal and external space bookings, ensuring compliance with health and safety standards, and coordinating contracts with external venues. Candidates should be degree-educated, proficient in numeracy and literacy, and experienced in a busy office environment. The job offers a salary between £31,049 and £37,796 annually, with a full-time working pattern for 12 months.

Qualifications

• Educated to degree level and/or equivalent recognised knowledge and experience.
• Proven experience of working unsupervised in a busy administrative office environment.
• Experience of developing and implementing policies and procedures.

Responsibilities

• Coordinate and manage internal and external room bookings.
• Source and negotiate external venues and manage contracts.
• Support space planning projects and produce reports on space utilisation.
• Liaise with Procurement, Finance, and Estates teams.

Skills

Excellent numeracy skills

Excellent literacy skills

Proven experience working unsupervised

Experience developing policies and procedures

Education

Educated to degree level or equivalent

Job description

Job Summary

This role is offered on a fixed term/secondment basis for 12 months.

Internal applicants who wish to be considered for a secondment opportunity should discuss with their line manager the suitability of a possible secondment.

We are looking for a highly organised and proactive Estates Booking and Utilisation Officer to join our Estates team. This is an exciting opportunity to play a key role in managing internal and external space bookings, venue contracts, and supporting space utilisation projects across the Trust.

You will work closely with the Property Manager to ensure effective use of Trust-owned spaces and external venues, delivering value for money and compliance with health and safety standards. The role involves coordinating bookings, maintaining accurate records, and supporting change management initiatives to improve space efficiency.

Responsibilities

Main duties of the job:

• Coordinate and manage internal and external room bookings, ensuring accurate records and compliance with Trust policies.
• Source and negotiate external venues, manage contracts, and maintain a database of approved venues.
• Support space planning projects, including moves, reconfigurations, and feasibility studies.
• Produce reports on space utilisation and financial spend.
• Liaise with Procurement, Finance, and Estates teams to ensure smooth processes.
• Deliver training and guidance on booking systems and space planning tools.
• Travel across multiple Trust sites and external venues as required.

To lead on the management of the Trust’s internal and external room booking information held within multiple systems. This includes maintaining accurate records of venue contracts, booking agreements, and any occupancy data or space utilisation metrics. The postholder will ensure that key datasets, such as room capacities, accessibility features, risk assessments, and usage history, are kept up to date and accessible to relevant stakeholders. They will also support the integration of this data into Estates Management Systems and booking platforms, ensuring consistency, compliance, and operational efficiency across the Trust’s estate.

To assist with the implementation of new space proposals which may involve decommissioning space, re‑configuration of space, move management, undertaking feasibility studies, straightforward design tasks, developing implementation plans and timelines, and the coordination of external consultants and contractors.

To support the change management process in delivering space utilisation improvements within the Trust, working closely with a wide range of non‑property stakeholders, ensuring effective communication and a smooth transition to new ways of working.

• The postholder will be required to understand and comply with appropriate legislation and best practice guidance and implement modern workplace standards in the solutions provided.
• The postholder will be expected to work across multiple sites trust wide (both clinical and non‑clinical) within a range of premises that are either owned, leased, licensed or that have ad hoc arrangements in place.
• The postholder is expected to work autonomously, within their remit, and manage their own workload.
• The postholder will be responsible for seeking support and sign off of proposed solutions from Trust advisors, such as the Health and Safety advisor, the Trust Fire Advisor, and the Infection Prevention and Control Team, as appropriate.

This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas.

Person Specification

Qualifications and Experience – Essential

• Educated to degree level and/or equivalent recognised knowledge and experience
• Excellent numeracy and literacy skills

Desirable

• RICS modules in Land Law and Property Management
• Previous experience of working within the NHS

Experience and Knowledge – Essential

• Proven experience of working unsupervised in a busy administrative office environment
• Experience of developing and implementing policies and procedures

Experience and Knowledge – Desirable

• Knowledge of Property and Building Services, terminology and processes, including understanding the meaning of legal terms and references
• Understanding of space planning principles and property layouts

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer Details

Gloucestershire Health and Care NHS Foundation Trust

Rikenel, Montpellier, Gloucester, GL1 1LY

Employer's Website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)

Additional Information

Details Date posted: 22 December 2025

Pay scheme: Agenda for change

Band: Band 5

Salary: £31,049 to £37,796 a year per annum

Contract: Fixed term

Duration: 12 months

Working pattern: Full-time

Reference number: 327-25-1077

Job locations: Rikenel, Montpellier, Gloucester, GL1 1LY