The lease will detail a number of periodic payments that will need to be made to your landlord. These will include rent, service charges and annual insurance premiums.

Rent is charged in accordance with the terms of your lease and is typically payable quarterly in advance. In England, the standard due dates for the payment of rent are:

• 25 March
• 24 June
• 29 September
• 25 December

Please refer to your lease to establish the relevant due dates that apply to you.

We aim to issue rent demands approximately six weeks before a due date to allow you plenty of time to claim any reimbursement from the NHS that you may be due. Rent should be paid to your landlord on or before the due date, preferably by standing order. The bank account to which payment should be made is set out on each rent demand, but if you are not sure of these details they can be obtained directly from the finance team. We do recommend that payment is made by electronic transfer as this is a much safer process than sending cheques through the post.

Don’t forget:

• a service charge is billed if you require additional building maintenance services under the terms of your lease;
• VAT is payable on all rent, service charges, insurance and other costs charged by us;
• non-receipt of reimbursement from the NHS is not a valid reason for the late payment of rent. Payment is the obligation of the leaseholder and interest will be charged if payment is late; and
• interest is charged with regard to all payments not made by their due date in accordance with the terms of your lease. Your lease may not require rent to be formally demanded at each due date.

Your premises are automatically covered by the PHP Group’s buildings insurance policy for fire, theft, flood, subsidence and other damage. However, you will be responsible for arranging your own contents insurance policy.

If there is a lift in your building, we can add this to the cover offered by our separate engineering policy, which includes regular biannual inspections. The reports from this inspection should be sent to your maintenance contractor for follow-up at the next service visit.

You will be charged an insurance premium on an annual basis in accordance with the terms of your lease or where changes to your premises require amendment to insurance arrangements.

Please contact one of the team if you wish to report an incident that will involve making an insurance claim. You can also download an insurance claim form here.

As you settle in and grow into your building, your needs may change sooner than you think. Every PHP Group building is designed with built-in flexibility to be expanded or reconfigured for the future. You can talk to the asset management team to discuss your plans and requirements.

Most leases allow you to make minor alterations, with our permission, which do not affect the structure of the building. Please call the property management team to talk through your plans to ensure that all necessary consents are provided.

If you are thinking of extending your premises, we will be happy to discuss your future needs and what is possible on your site. Call the asset management team for an informal chat about what you may be considering.

To keep your building in good condition, redecoration of your property would normally take place on a three or five-yearly cycle, depending on the terms of your lease. The property management team can advise which applies to you and will give you help on scheduling, obtaining quotations and instructing the work. We can also work with you to redesign and refurbish your reception and communal areas to give your building a brand new look and feel.

Our team is happy to give advice on health and safety issues that relate to your building but it’s important to remember that, as an employer, the health and safety of your staff and visitors is your legal responsibility.

As part of your lease, you must comply with the Premises Acts, which include:

• The Fire Precautions Act 1971 (as amended)
• The Health and Safety at Work Act 1974
• Occupiers’ Liability Act 1984
• The Regulatory Reform (Fire Safety) Order 2005

For further advice on health and safety, water treatment, and fire safety, read more here.

We know that energy efficiency and minimising rising utility bills are important to you. The Department of Energy and Climate Change is seeking reform across the energy market. It is also looking for the reduction of energy consumption by businesses and the public sector.

Our asset management team can advise you further if you wish to discuss the installation of solar PV panels or other renewable energy installations.

Read more here for advice and links offering guidance on legislation, renewable energy technology and energy reduction tips.

Olivia joined PHP in March 2019 following the merger of PHP and MXF. Prior to working for MXF directly, Olivia spent some years working at a commercial property management firm in London, Workman LLP, where she qualified as a Chartered Surveyor. Olivia's experience has varied across different property types nationwide, such as retail, industrial, offices and healthcare facilities - mostly owned by large pension funds. At PHP, Olivia is responsible for the South, London and Republic of Ireland properties, and manages the respective teams.

Jennifer works with the property management team based in London, having previously worked for the MedicX Fund. Jennifer completed her Masters course in Real Estate and Property Management in 2017 and is now working towards her associate qualification with the RICS. Jennifer has over 6 years of experience in managing healthcare facilities and is currently managing assets in the South of England and South of Wales.

Kay joined PHP in August 2019 and her main role was to support the Landlord and Tenant team by carrying out administrative tasks relating to the rent reviews and valuations of the PHP portfolio. In February 2021 Kay became part of the Property Management team and is now looking after assets in South East England. Kay is currently studying towards her masters in Real Estate from University College of Estate Management and is aiming to qualify as a RICS accredited Chartered Surveyor.

Kate joined PHP in November 2021. Having previously worked in Retail Management for the past 10 years, she graduated from University of Vermont with a degree in English and Fine Art. Kate is part of the property management team based in the London office, she is an administrator and supports the property management team.

Natina has been with the company since February 2014 and works with the Property Management Team based in the Stratford upon Avon office. From 2007 she assisted with the management of the specialist healthcare developer/investor Prime PLC property portfolio and also benefits from 12 years’ legal experience on property and lease related matters. Natina manages the Midlands Team overseeing properties within Wales and Central England. 

Ed Joined PHP in April 2015, having previously worked in the residential sector in the West Midlands area, whilst studying for a Real Estate degree. He made the move into commercial property and now works within the property management team of PHP in Stratford-upon-Avon. Ed achieved a 2:1 (Hons) from Birmingham City University and is now undertaking his APC qualification in order to obtain RICS accreditation and become a Chartered Surveyor.

Celeste joined the PHP Group in May 2020 as a Property Manager. Prior to joining PHP, Celeste obtained her degree in Real Estate from Birmingham City University and started her career within the commercial property management sector and worked for practices such as Savills, Vine Property Management and Avison Young managing portfolios for both national and international clients.

Celeste now works alongside the Stratford-Upon-Avon Property Management team managing primary healthcare assets within the Eastern and South Eastern region.

Sandy joined PHP Group in May 2021 and works with the property management team based in Stratford-Upon-Avon, having previously worked in the property sector for 5 years managing facilities for high-profile government contracts such as the Ministry of Justice, Home Office & Cabinet Office. Sandy has always managed commercial properties and will look to work towards becoming an RICS associate. Sandy’s portfolio includes properties predominantly in the North-West region.

Yasmin joined PHP in July 2020 as Regional Facilities Manager, bringing 17 years Real Estate and Facilities Management experience within commercial property. Yasmin’s previous employers include global Facilities Management organization, Sodexo Ltd, where she was the appointed RFM working client side for Biopharmaceutical company, Pfizer Ltd. Yasmin has also spent 11 years overseeing the building management, heading up capital investment and dilapidation projects for both large Industrial and office units within the UK/Europe.

As Regional Facilities Manager, Yasmin’s portfolio will include all Service Charge properties within the South-East, South-West, East Anglia, Midlands and Wales.

Emma joined us as a Regional Facilities Manager based in our Stratford upon Avon office in January 2022 and comes from a property management background, with experience gained in an independent firm of Chartered Surveyors based in Bromsgrove and a Enterprise Inns, now Stonegate.

Emma has over 10 years experience in the commercial and residential property field and is responsible for compliance, repairs and maintenance, tenant liaison, budgets and service charge reconciliation within her portfolio which covers the East of England.

Spencer joined PHP in March 2022 as a Regional Facilities Manager, bringing over 8 years of Property and Facilities management experience with him. Spencer’s previous employers include both national and global companies, Downing Property Ltd, and IWG Plc, where he managed nationwide portfolios of commercial, residential, and student properties.  

As Regional Facilities Manager, Spencer’s portfolio will include properties within the Northern areas of the country, Cheshire, Merseyside, Cumbria and Leeds.

Victoria joined PHP in June 2021. She has previously worked for Savill’s in both Facilities Management and Property Management roles and has over 10 years’ experience. She progressed from managing a new 13 storey ‘A’ grade commercial office in Birmingham City Centre, with tenants such as Coutts Bank, JLL and Mazars to a Regional Facilities Manager covering the Midlands area. Following this, Victoria became a Property Manager working on the Calthorpe Estates portfolio managing a number of Service Charge and FRI assets. Victoria is currently the Facilities Manager for 30 Service Charge and TIR properties covering the Midlands, South-West and Wales region and is based in the Stratford-upon-Avon office.

David joined PHP in March 2021 as a Regional Facilities Manager, bringing 4 years of estate and facilities management experience within commercial, retail, industrial and leisure properties with him. David’s previous employers include Workman LLP as a Regional Facilities Manager in the Yorkshire area. David was a senior manager in the British Army where he served for 21 years, in all operational environments. David has also worked as an Operations  Manager of three Pelican Rouge supply depots in the north.

As Regional Facilities Manager, David’s portfolio will include all Service Charge properties within the Northern areas of the country, Scotland, Newcastle, Carlisle, Leeds and Grimsby.

Having joined PHP in August 2017, Debbie brings with her over 20 years’ experience in public relations. Debbie joins as Helpdesk Supervisor and Property Administrator. Her main responsibilities are to log reactive maintenance calls and to chase, complete and close down calls. She is responsible for monitoring and scoring contractor performance. It is also vital for her to liaise with the Property Managers and assist in proactively dealing with all aspects of the reactive and planned maintenance contracts and maintenance works.

Josh joined our Helpdesk team in November 2021. Josh has worked in property previously as an Estates Administrator for Orbit. His current responsibilities include the day-to-day maintenance of our UK portfolio, compiling contract paperwork and general office duties. Josh continues to be an integral member of the Helpdesk Team.

Harriet joined PHP in May 2021. She came from DHL Parcel where she was part of the Property team dealing with site refurbs, lease renewals and the tasks of keeping depots in working order for the thousands of parcels being sent from there each day. She is a part of the Stratford upon Avon office as property administrator to support the property department.