Estate Services Coordinator (PO1)

Overview of the role

To ensure estates are maintained at the highest possible standards of cleanliness, fire and general safety, security, and appearance

Leading a team of caretakers, responsible for all aspects of their line management

Responsible for monitoring and taking corrective actions of services associated with estate management functions, such as waste and recycling, grounds/greenspace maintenance, communal repairs, and estate lighting.

To work collaboratively, developing strong working relationships with other teams and partner agencies, such as refuse, repairs, new build and project teams, tenancy management, community safety, police etc.    

Key responsibilities

Manage a dispersed team of caretakers, including mobile relief and agency caretakers, to ensure they provide a high-quality, safe, and responsive service on our estates, following Council policies and procedures. This includes (but not limited to) inducting and assessing new starters, supporting team training and development, conducting regular one-on-one supervision and team meetings, assessing health and wellbeing, ensuring strict compliance with health and safety, managing performance, conduct, and sickness absence. To assist as required in the measurement of caretaker workloads. Ensure appropriate staffing levels are always maintained and keep accurate staff management records

Provide caretaker supervision on a rotating basis during weekends. This will typically involve working one weekend in every eight weeks. Arrange suitable cover if unable to meet the scheduled weekend and ensure scheduled weekends are made up

Regularly inspect and monitor all communal areas and services provided within the management area, including cleaning standards, estate lighting, horticulture, communal repairs, waste collections, play areas, sports pitches, and garages, to ensure the highest standards are met. The Estate Services Area Manager and procedural requirements will determine the frequency of these inspections. Follow up on remedial actions and track to completion

Ensure all health and safety tasks, including fire safety inspections and fire risk assessment actions, are completed within target times and in accordance with procedures.  Update associated records on management systems and work closely with Corporate and Neighbourhood H&S colleagues.

Thoroughly review inspection reports, as well as feedback and complaints from residents and Members, to identify and address areas of concern. Provide clear, accurate, and well-written responses to correspondence from residents, their representatives, councillors, MPs, Council staff, and other agencies regarding estate services matters, ensuring all replies are delivered within the required timeframes. Additionally, respond to phone calls and messages with helpful and precise information as needed.

Maintain your own estate performance reports and keep an oversight of accurate records relating to caretakers’ storage and the maintenance of machinery, materials, and equipment. Regularly inspect caretaker storage areas and welfare facilities to ensure full compliance with health and safety regulations. Ensure caretakers consistently order appropriate levels of cleaning materials and equipment, and that they always have adequate supplies of Personal Protective Equipment (PPE) to carry out their duties safely. Work closely with Health & Safety colleagues to promptly address and resolve any concerns.

Respond to emergencies by assisting affected residents, emergency services, utility companies, and other service providers. Take necessary measures to minimise inconvenience and protect the Council's property from damage

To work as a team with other Estate Services Co-ordinators based in the area, covering duties during absences, as directed by the Estate Services Area Manager, and handle enquiries not associated with your allocated patch. Additionally, collaboratively work with other council teams and partner agencies to address complex issues, including antisocial behaviour, to achieve the best outcomes for our residents

Oversee Tenant Management Organisations (TMOs) and Co-operatives, ensuring that everyone involved in the Management Agreement understands and fulfils their responsibilities. This includes inspecting TMO-managed properties and reporting any breaches to the relevant Council teams

Work with Tenants and Residents Associations (TRAs), leaseholder groups, Tenant Management Organisations, and other recognised bodies on estate-related matters. This includes attending and actively participating in residents' meetings, some of which may be in the evenings. Additionally, conduct regular joint inspections of estates in your management area with TRAs, ward Councillors, and managers

Share your ideas for improving services and help develop and implement new policies, procedures, and guidelines. Also d evelop thorough local knowledge of the estates, communities and neighbourhoods we serve, using this knowledge to help shape services and improvements to meet the needs of our residents/communities. This includes producing estate development and making plans recommendations for improving communal areas and estates grounds, working with relevant teams and seeking funding opportunities

Use the agreed IT systems provided for recording information in relation to caretaking and fire safety inspections and other work streams, including any new IT systems introduced associated with your work

To have awareness and comply with safeguarding requirements, including the reporting of any concerns you have about someone who is vulnerable

Any additional duties consistent with the grade and level of responsibility of this position, for which the holder possesses the required experience and/or training.