Estates Team Leader (Compliance)
Job summary
Bedfordshire Hospitals NHS Foundation Trust are seeking a motivated and well-organised Estates Team Leader (Compliance) to support the effective management of Estates & Facilities systems across Bedfordshire Hospitals NHS Foundation Trust. The post holder will play a key role in administering and maintaining core applications--including MiCAD, Inphase and Unit 4--ensuring data accuracy, system integrity and timely reporting to support operational compliance across the Trust.
Working closely with the Senior Estates Manager, the post holder will act as the first point of contact for queries relating to Estates & Facilities systems, support users across clinical and non-clinical areas, and ensure that procedures, system documentation and training materials remain up to date. The role also includes line management of the Estates Administrators, helping to ensure a high-quality and responsive administrative service for the department. This is an excellent opportunity for an individual with strong organisational skills, attention to detail, and experience in Estates or administrative system support to contribute to the safe and efficient running of the Trust's estate. The successful candidate will be enthusiastic, customer-focused and committed to maintaining high standards of compliance and service delivery.Main duties of the job
The post holder will be responsible for the effective administration, maintenance and development of key Estates & Facilities systems, including MiCAD, Inphase and Unit 4. This includes ensuring that all system data, user profiles and associated records are accurate, up to date and fully aligned with Trust requirements.
They will provide day-to-day support to all system users, responding to queries, resolving issues, and assisting with system upgrades, new module implementations and wider digital development within the Estates Compliance function. The role includes creating and maintaining up-to-date procedures, step-by-step user guides and training materials for these systems.
The post holder will run, develop and distribute routine and ad-hoc reports to support operational, compliance and managerial needs. They will also assist with data analysis, audits, surveys and the preparation of reports and protocols to ensure accuracy and compliance across the service.
They will line manage the Estates Administrators to support smooth operational delivery.
Additional duties include liaising with internal departments and external system suppliers, processing Estates procurement orders, contributing to project meetings and system development discussions, maintaining the Estates & Facilities intranet pages, and undertaking any other appropriate duties as required by the Senior Estates Manager.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our valuesWe not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Job description
Job responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities
The Estates Team Leader (Compliance) is responsible for supporting the effective operation of Estates & Facilities systems across the Trust, ensuring that all applications are maintained accurately, updated regularly, and fully aligned with operational and compliance requirements. The post holder will act as a key point of contact for system users, administrators, contractors and suppliers, providing technical and administrative support to maintain high standards of service and data integrity.
A central part of the role is the administration and upkeep of core Estates & Facilities applications, including MiCAD, Inphase, Unit 4 and any future systems adopted by the department. This includes maintaining user accounts, carrying out routine system housekeeping, supporting upgrades, resolving user queries, and ensuring system data is consistently accurate. The post holder will help safeguard the credibility and quality of all system profiles, workflows and datasets, supporting the departments ability to meet statutory and operational compliance requirements.
The role involves developing and maintaining clear and comprehensive documentation, including procedures, guidance notes, and stepbystep user instructions. The post holder will ensure these materials remain up to date and reflect any changes to systems, processes or user needs. They will deliver training to staff at all levels to support effective system usage, troubleshoot common issues, and embed good digital practice across the department.
The post holder will be expected to run and develop routine and adhoc reports to support Estates & Facilities management, compliance monitoring, operational delivery and problemsolving. This includes analysing information, supporting the preparation of statistical reports, and contributing to the development of protocols and operational procedures.
They will work closely with colleagues across clinical and nonclinical departments to ensure that systems support Trustwide operational workflows. This includes responding promptly to queries, escalating issues where necessary, and maintaining strong communication links to support effective service delivery.
Person Specification
Qualifications
- Educated to NVQ Level 4 / HNC or equivalent
- Leadership qualification
- Attended Minute Taking course/previous experience of minute taking
Experience
- Experience of MiCAD or CAFM systmes
- Experience of secretarial or administrative procedures and systems within a hospital E&F function
- Previous experience of providing comprehensive secretarial and administrative support in a hospital environment
- Experience processing orders for services, equipment and Trust uniforms via Trust Procurement system - Unit 4
- Experience of using Trust HealthRoster
Skills
- Excellent communication skills, both written and verbal
Knowledge
- Knowledge of role of Estates & Facilities
- Knowledge of Trust IT & Procurement systems
- Knowledge of project management tools
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.
Employer details
Employer name
Bedfordshire Hospitals NHS Foundation Trust
Address
Bedford Hospital
Kempston Road
Bedford
MK42 9DJ
Employer's website
https://www.bedfordshirehospitals.nhs.uk/working-here/