Estates Booking and Utilisation Officer

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.

• 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.

Lead on the management of the Trusts internal and external room booking information held within multiple systems. Maintain accurate records of venue contracts, booking agreements, and occupancy data. Ensure key datasets such as room capacities, accessibility features, risk assessments, and usage history are up to date.

Assist with the implementation of new space proposals, including decommissioning space, re‑configuration, move management, feasibility studies, design tasks, implementation plans, and coordination of external consultants.

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

Essential

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

Desirable

• RICS modules in Land Law and Property Management.
• Previous experience working within the NHS.
• Knowledge of Property and Building Services terminology and processes, including understanding legal terms and references.
• Understanding of space planning principles and property layouts.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such a Disclosure and Barring Service check will be required.

Gloucestershire Health and Care NHS Foundation Trust

Address:
Rikenel, Montpellier, Gloucester, GL1 1LY

Website:

Band: 5

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

Contract:

Fixed term

Duration: 12 months

Working pattern:
Full-time

Reference number:

This role is not eligible for sponsorship as per the Government UK VISA and Immigration Rules and Regulations. For more information please visit