Estates Business Manager

An exciting opportunity has arisen within Northern Ireland Ambulance Service for an Estates Business Manager. The successful candidate will provide strategic, operational, and administrative management across Estates, Facilities, and Compliance services within NIAS.The postholder will ensure the efficient delivery of estates operations, procurement, compliance management, contractor performance, and business support functions. They will lead on estates governance, financial monitoring, and business case development while maintaining effective systems, helpdesk management, and stakeholder engagement.

Key Responsibilities:

• Helpdesk & Task Coordination
• Oversee the Estates Helpdesk (CAFM/MiCAD), ensuring jobs are logged, prioritised, and completed within SLA targets.
• Manage data accuracy for reactive and planned maintenance, compliance tasks, and contractor performance.
• Maintain digital and manual records for statutory compliance, asset registers, property leases, and project documentation.
• Provide high-level administrative support, including meeting coordination, minute-taking, and action tracking.
• Lead continuous improvement of administrative systems and service processes.

• Procurement, Contracts & Financial Support
• Manage procurement of estates goods, services, and works in compliance with NIAS Standing Financial Instructions and Public Contracts Regulations.
• Maintain a live contract register, monitor renewals, SLAs, and contractor performance metrics.
• Support budget monitoring and financial reporting, ensuring accurate tracking of capital and revenue expenditure.
• Prepare tenders, audit responses, and business cases in line with DoH and Treasury guidance.
• Negotiate and manage supplier relationships to ensure best value, quality, and compliance.
• Provide professional cost management and contractual advice across all estates, facilities and capital projects ensuring best value and delivery of safe, complaint and sustainable estates.
• Ensure compliance with Trust Standing Orders, Standing Financial Instructions, and procurement policy
• Provide reports and briefings to the Assurance Committee, Trust Board, and DoH.
• Monitor risks, KPIs, and audit recommendations across estates contracts and procurement.

• Contractor, Supplier & Stakeholder Liaison
• Act as first point of contact for contractors, consultants, and service providers.
• Verify access credentials and ensure health & safety compliance of all site visitors.
• Build strong relationships with external stakeholders including DoH, HSC Trusts, NIFRS, CPD, and Land & Property Services.
• Support communication between estates teams, NIAS departments, and external partners.

• Business Case Development & Strategic Support
• Develop and coordinate business cases in line with HM Treasury Green Book guidance.
• Conduct financial and economic appraisals to support estates planning and capital investment.
• Coordinate multi-disciplinary inputs (clinical, estates, digital, workforce, and finance).
• Prepare reports for Trust Committees and governance panels.

• Leadership, Staff Development & Continuous Improvement
• Supervise administrative and helpdesk staff, providing coaching and professional development.
• Ensure all Estates staff participate in structured performance and development reviews (including annual appraisals).
• Promote a culture of teamwork, innovation, and continuous improvement.
• Lead or contribute to at least two service improvement initiatives per year (e.g. process digitalisation, sustainability initiatives).

• Communication, Customer Service & Engagement
• Deliver professional and responsive customer service to NIAS staff and external partners.
• Communicate effectively through reports, presentations, and correspondence.
• Promote openness, accountability, and respect in all communications in line with HSC values.

• Criteria:

• Significant experience in procurement and contract management in a large/complex organisation;
• In-depth knowledge of NHS capital planning, infrastructure guidance, and public procurement protocols.
• Strong skills in governance, stakeholder engagement, communication, and programme management.
• Demonstrated experience of leading complex, multi-site or multi-million-pound estate developments.
• leadership experience in estates, compliance, or facilities within NHS or comparable public sector environment.
• Demonstrated capability in capital and revenue budget management and procurement

• Degree-level qualification in Business, Procurement, Finance, Estates.

OR

• A minimum of five years recent demonstrable experience of managing/leading a busy Estates Department.

AND

• Significant experience in the use of a Computer Aided Facilities Management (CAFM) package such as 3i, MICAD etc.
• Demonstrate a successful track record in developing and maintaining productive working relationships with senior colleagues and stakeholders.
• Can demonstrate:
  • Excellent planning, organisation, prioritisation skills and attention to detail
  • Strong customer orientation

To discuss this opportunity in confidence, please send an up-to-date CV via the link provided or contact Grace Fleming, Divisional Lead Public Sector at MCS Group, on 028 9049 0906.

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