Property Administrator

Property Administrator Application Pack July 2019 1 Thank you for your interest in the role of Property Administrator for the Diocese of Guildford. Please find enclosed the following information: Page 3 Introduction from the Property Director Page 4 Property Administrator job description and person specification Page 7 An overview of The Diocese of Guildford Page 15 Outline of key terms and how to apply Page 16 Application form 2 Dear Applicant Thank you for your interest in the role of Property Administrator in the Diocese of Guildford. It’s an exciting time to be part of the Diocese with our mission of ‘Transforming Church, Transforming Lives’ and the supporting goals that include a commitment to establish 100 new worshipping communities over the next 10 years; growing the number of ordained clergy; and sharing expertise to release fresh energy for mission. Over the past eighteen months we have moved our diocesan teams into new, attractive, open- plan offices on the University of Surrey Research Park; and more recently we have embarked on a major review of the services we offer, seeking to ensure that our diocesan strategy gets well embedded, that our resources are efficiently managed, and that Church House Guildford is genuinely scratching where the parishes are itching. We’re now seeking an experienced Administrator to work within our small but busy Property team, looking after more than 200 clergy and investment houses and 217 Church buildings for our 161 parishes and 300 licenced clergy. Our property portfolio provides an essential asset for our mission and ministry across this area, whilst also supporting multiple community activities, clubs and meetings. This is a pivotal role within our team, helping us maintain our property portfolio and processes and ensuring effective management and maintenance of our buildings and land. You will work closely with our Surveyors and our trusted network of suppliers, including plumbers, electricians, building contractors, architects, engineers, and letting agents. You will help ensure we manage our property portfolio within set budgetary constraints and deliver value for money services. Ideally with experience in the property or facilities management sector, you’ll be efficient and organised, able to respond to changing priorities and able to offer excellent customer service to our clergy. You will be comfortable liaising with people at all levels, both within the diocese and with external professionals. Most importantly, you will share the missional passion and heart to reach and serve our communities. For an informal discussion about this role, please do not hesitate to contact Fiona Owen, HR Partner, on 01483 790302 or email [email protected] I look forward to receiving your application which should consist of a completed application form and supporting statement (no more than two sides of A4) detailing your reasons for applying, what you can bring to the post and how you meet its requirements. The closing date for receipt of applications is 12 noon on Wednesday 24 July 2019. Interviews will take place in early August. Yours faithfully Stephen Barnes Property Director 3 Job Description – Property Administrator 35 hours per week Job Purpose As the first point of contact within the Property team, to assist with the efficient and effective management of the Diocese’s property portfolio, and support the overall strategy of the Property department. Accountability The Property Administrator reports to the Property Director Relationships: Property Director Colleagues in the Property team Contractors and external suppliers Incumbents (Vicars and Rectors), their families, and other Parish clergy Churchwardens (in the case of interregnum) Wider Diocesan team at Church House Guildford Responsibilities To be the first point of contact within the Property team, responding promptly, professionally and realistically to all requests from clergy, their families, Churchwardens and contractors for emergency works and reactive repairs, in a sensitive and tactful manner. To obtain quotations for works in a competitive and cost-effective manner. Instruct appropriate contractors to carry out necessary repairs up to agreed financial limits, or refer to Property Surveyors where appropriate. To liaise with clergy and contractors to obtain confirmation that works have been completed in a satisfactory manner, and to arrange handover inspections. To maintain an accurate record via the Propman database of all works in progress, and costs incurred and committed. Process all incoming invoices relating to the Property team for approval. Maintain and administer the schedule of gas safety and electrical safety inspections for all parsonages, ensuring that all inspections are carried out by the required deadline, test certificates are obtained, and additional work is carried out as required. To maintain the quinquennial inspection (planned maintenance) programme for all housing owned and administered by the Guildford Diocesan Board of Finance. Process Quality Improvement reports, support with the tendering process, and instruct and monitor the works programmes within the agreed financial and authority limits. 4 To co-ordinate interregnum (vacancy) inspections; arranging inspection appointments with parishes and Archdeacons, and implement agreed schedule of works as identified by the Property Surveyors. To maintain the schedule of lettings and associated records. To assist in the management of the property portfolio within set budgetary constraints and assist in the delivery of value for money services. To administer the asbestos management programme. To establish and maintain computerised and other records, statistics and information systems in respect of parsonages and other houses, glebe and other property for which the Diocese is responsible. Assist with the sale and purchase of parsonage houses. To assist with the rental of parsonage houses or glebe. Assist with enquiries from the Diocesan Registrar and legal teams and serve formal notices under the Parsonages Measure as required and in conjunction with the Property Surveyor. To provide administrative assistance to the Property Surveyor and wider Property team as required Liaise with other Diocesan departments and ensure the appropriate actions in respect of incoming and outgoing clergy. Assist the Finance department with the resolution of council tax queries, including liaison with local authorities and parishes where necessary. Any other ad hoc duties or projects, consistent with the nature of the post, and which may be required from time to time. 5 Person Specification: Property Administrator Essential Desirable Qualifications Good standard of education with Educated to A-Level English and Maths at GCSE grade standard or equivalent A-C or equivalent including English and/or Maths Experience Previous experience in an Experience of administrative role working in the Proven experience of creating and property sector updating spreadsheets and works A practical orders, and managing associated understanding of data property maintenance incl. roofs, heating, plumbing & electrical systems, building fabric and external maintenance of fences, trees, drains etc. An understanding of the works specifications and tendering processes Knowledge IT skills: good knowledge of Experience in the use Outlook, Word, Excel and at ease of property with using technology such as management smart phones, tablets, laptops databases Experience of maintaining databases Skills Ability to work by oneself and as Committed to deliver part of a team, and able to manage high quality outputs own workload effectively Able to work under pressure and respond efficiently to changing priorities and deadlines Excellent communication skills, both verbally and in writing, and the ability to form good working relationships with a range of stakeholders 6 A proven proactive and customer focussed approach Experience of working with and managing different types of data, with good levels of accuracy Behaviours To contribute to the culture of Church , House Guildford in a positive way by a commitment to our diocesan values, summarised as: Fostering Dignity, Building Community, Seeking Wisdom, Inspiring Hope The capacity to be flexible and to thrive in a pressurised environment, with a collaborative and solution focussed approach Comfortable working in an open plan, modern office environment Resilience and good humour Personal A compelling, warm & open A living commitment demeanour with a collaborative to follow Jesus Christ working style An understanding of A confidence and ability in other Christian handling sensitive information denominations and Sympathy with the aims and non-Christian faiths mission of the Church of England. The Diocese of Guildford and its setting A. Area, People and Community The Diocese of Guildford covers the western two-thirds of Surrey and a significant area of north- east Hampshire. It also includes one parish in a London borough and one in rural West Sussex. In the north-east, it is largely suburban, but moving south and west, there are a number of distinct towns and numerous villages. The south-west has a more rural feel to it, but the north-east is largely suburban. The population here is greater and excellent road and rail links to London and elsewhere mean that there is much commuting within these areas. The population is just over a million, rising in line with the national rate. Notwithstanding the

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