Job Description:

Business Analyst – Corporate Estate
Main duties and responsibilities

1. Process mapping and workflow review

The postholder will:

• Map current Corporate Estates processes from end to end.
• Document “as is” processes, including roles, responsibilities, decision points, handoffs, approvals, systems used and pain points.
• Work with officers and managers to identify gaps, duplication, delays, unclear ownership and control weaknesses.
• Develop improved “to be” process maps that support clearer accountability, better controls and more efficient service delivery.
• Produce clear process documentation, standard operating procedures, checklists and workflow guidance.
• Ensure processes are practical, easy to follow and suitable for operational use.
• Support the implementation of new or revised processes across the service.

Processes may include, but are not limited to:

• Utility bill management.
• Vacant property utility account transfers.
• Lease and licence records.
• Payment by assignment.
• Debt and income recovery.
• Rent billing and reconciliation.
• Property record management.
• Legal instruction and escalation processes.
• Key management and property access.
• Repairs, maintenance and property issue escalation.
• Governance, reporting and performance monitoring.

1. Business analysis and service improvement

The postholder will:

• Analyse current service arrangements and identify opportunities for improvement.
• Gather and document business requirements from managers, officers and stakeholders.
• Identify operational risks, control gaps and areas where processes are not clearly defined.
• Support the development of improvement plans, action trackers and delivery milestones.
• Help prioritise issues based on risk, impact, urgency and service need.
• Produce options, recommendations and practical solutions to support service stabilisation.
• Support managers in embedding improved ways of working.

1. Data, systems and records review

The postholder will:

• Review the quality, completeness and reliability of Corporate Estates data.
• Support improvements to property records, lease records, utility records and financial information.
• Analyse information held in systems including LeStar and other relevant records.
• Identify missing, inconsistent or duplicate data.
• Support the creation of data cleansing plans and data quality controls.
• Develop trackers, dashboards or reporting tools to monitor progress and performance.
• Ensure process changes are reflected in system use and record keeping.

1. Stakeholder engagement

The postholder will:

• Work with Corporate Estates staff to understand current working practices and operational pressures.
• Facilitate workshops, meetings and one-to-one discussions to gather information and test process improvements.
• Liaise with internal stakeholders including finance, legal, facilities management, procurement, business support and service managers.
• Capture stakeholder feedback and translate it into clear business requirements and actions.
• Support communication of new processes and ways of working.
• Help clarify roles, responsibilities and escalation routes between teams.

1. Documentation and reporting

The postholder will:

• Produce clear and concise documentation to support service improvement.
• Maintain action logs, issue logs, risk logs and decision logs.
• Prepare process maps, workflow diagrams, standard operating procedures and guidance notes.
• Produce progress updates and reports for managers and governance meetings.
• Document recommendations, dependencies, risks and next steps.
• Ensure documentation is version controlled and accessible to relevant colleagues.

1. Governance and controls

The postholder will:

• Support the development of improved governance arrangements across Corporate Estates.
• Identify where controls are missing or not operating effectively.
• Help define approval routes, escalation points and decision-making responsibilities.
• Support the creation of management information to improve oversight.
• Ensure improved processes support auditability, transparency and accountability.
• Help embed consistent working practices across the team.

Key outputs
The Business Analyst will be expected to produce:

• Current-state process maps.
• Future-state process maps.
• Process gap analysis.
• Standard operating procedures.
• Checklists and templates.
• Action trackers.
• Issue and risk logs.
• Data quality reports.
• Improvement recommendations.
• Progress reports.
• Governance and reporting proposals.
• Implementation support for agreed process changes.

Person specification
Essential knowledge, skills and experience
The successful candidate should have:

• Experience of business analysis, process mapping or service improvement.
• Ability to map and document end-to-end business processes.
• Experience of identifying gaps, risks, inefficiencies and control weaknesses.
• Strong analytical and problem-solving skills.
• Ability to gather and document business requirements.
• Good stakeholder engagement and communication skills.
• Ability to facilitate meetings, workshops or process review sessions.
• Strong written skills and ability to produce clear documentation.
• Good organisational skills and ability to manage multiple workstreams.
• Good attention to detail.
• Ability to work independently and use initiative.
• Confidence working with data, trackers and reporting tools.
• Good IT skills, including Microsoft Excel, Word, PowerPoint and process mapping tools such as Visio, Lucidchart or similar.
• Ability to work with operational teams and translate complex issues into practical actions.

Desirable knowledge, skills and experience
It would be helpful for the postholder to have:

• Experience working in a local authority or public sector environment.
• Experience in property, estates, facilities management, housing, finance or legal services.
• Experience reviewing property, lease, utility, income or debt processes.
• Experience working with CAFM, property management or asset management systems.
• Experience of data cleansing or data quality improvement.
• Experience supporting service stabilisation, transformation or change programmes.
• Understanding of governance, audit, risk and internal control arrangements.