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.

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.

Email: Kate.Hamilton@phpgroup.co.uk

Saveen joined PHP in September 2022 as Property Manager, bringing over 3 years of Commercial property management experience. In total, Saveen has over 10 years of experience in Retail Management, Customer Service and Property Management. Saveen covers properties in South Wales and South East of England within our portfolio.

Email: Saveen.Kumar@phpgroup.co.uk

Sean joined PHP in March 2020, having previously worked in the retail sector in Birmingham and West Midlands area, he has a Real Estate degree from Oxford Brookes. Sean made the move into commercial property and now works within the property management team of PHP in Stratford-Upon-Avon. Having achieved his RICS accreditation and becoming a Chartered Surveyor in May 2018 Sean is working with the RICS Worcester Matrics to assist his colleagues with their accreditation.

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. 

Michelle joined PHP in August 2023, bringing over a decade of expertise in Facilities and Property Management. She has previously held key roles at JLL and Cushman & Wakefield, where she managed diverse portfolios, including Grade A office buildings, shopping centres, industrial sites, and retail parks for both national and global clients.

With extensive experience overseeing complex facilities, Michelle is now responsible for managing 31 Service Charge and TIR properties across the North East and Scottish regions. Based in County Durham, she combines deep industry knowledge with a proactive approach to maintain high standards in property management and service delivery.

Email: Michelle.Benwell@phpgroup.co.uk 

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.

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.

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.

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.