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The Honourable Society of the Inner Temple
Estates Department
Estates Support Officer
(Procurement/Contract Management, Project Admin and Databases/Systems management)
Job Description
This role provides an excellent opportunity for a multi-skilled professional seeking to broaden their
experience across a range of the activities within the Inn’s Surveyor’s Department.
The role is multi-faceted and is a combination of administrative and support activities including
procurement, contract management, project administration and systems support.
The ideal candidate will have experience in the above areas, preferably relating to facilities
management or construction, and be a motivated self-starter able to work with little supervision. The
job requires the candidate to use own initiative, be very co-operative and a team player. The Support
Officer is essentially the link between all managers in the Surveyor’s Department.
The Surveyor’s Department’s systems have been developed over the past few years and the incoming
post-holder will have the opportunity to build on the existing processes and standards already in place.
The role is a main support role for the Estates team and the list of Duties include:
1. Manage the end to end procurement processes of the Estates department, including
refurbishment works, construction works, FM contracts, consultancy, and other ad-hoc
purchases as required.
2. Manage and review contracts let by the Estates department, focussing attention on key
contracts and ensuring performance reviews are carried out at regular intervals utilising KPIs
to measure performance against the agreed service level agreement.
3. Maintain and update existing specifications for services and create new specifications where
required in consultation with relevant colleagues.
4. Manage the Approved Contractor List - Pre-qualify contractors and assess capability, financial
stability, and compliance. On an annual basis re-assess all key vendors appointed at the Inner
Temple using a Contractor Assessment form.
5. Make appointments on the Inner Temple’s standard forms of contract and where required
draft bespoke terms and conditions for appointments.
6. Manage and oversee the existing Purchasing and Invoicing database, ensuring data is correct
and auditable.
7. Regularly review and provide updates on actual and anticipated expenditure against budgets.
8. Assist in the preparation of annual budget estimates for all contracts.
9. Assist all colleagues within the Estates department and other departments as necessary with
procurement related activities.
10. Manage the expenditure on the department credit card, purchase goods, collate receipts and
sign off the invoices at the end of the month to the correct budget codes. Keep a register of
warrantees for white goods.
11. Manage the Inner Temple’s online defect helpdesk and database software. Act as the point of
contact for all queries and issues raised regarding the system. Liaise with the software
company for training and defect resolutions.
12. Manage the Inner Temple’s databases – e.g. Lease Access Database, Utilities Access Database,
CAD files administration etc. Liaise with the Inn’s IT Department to ensure the databases are
backed up and administered correctly. Any changes must be carried out in consultation and
only with the agreement of the users.
13. Act as the responsible person for the collation of asbestos management information across
the estate; update records and commission new surveys as required.
14. Act as the responsible person for the management of some contracts, services and projects
(e.g. window cleaning, lightning protection, asbestos inspections, cleaning and some Planned
Preventative Maintenance contracts and ad-hoc services and projects as they arise) and act
as the support person for all other contracts, services and projects as and when the main
person is not available.
15. Provide administrative assistance where required with management of projects and project
costs, including tracking variations, and issue of interim certificates as necessary.
16. Continuously consider new ways of improving existing processes and develop new initiatives
to augment the Inn’s operations.
Experience
Excellent Customer Services Skills;
Ability to manage project specifications, tenders, contracts;
Experience of working with MS Access, and MS Office;
Good level of IT competence;
Experience in an FM or estates management environment;
Experience of working in a procurement role, or having procurement responsibility (or willingness to
learn)
Salary - Dependent upon experience.