Property Assistant (Property Services)

This job has now expired
London
Permanent
£26681 rising to £28304 after probation

The Church of England Pensions Board provides retirement services set by the Church of England for those who have served or worked for the Church. We are a charity which provides retirement accommodation and services to people who have given a lifetime in ministry. We are not a registered social housing provider, and do not operate as one. Our vision is to deliver a professional high quality and efficient service to all our customers.

We are looking for an organised and efficient individual with a strong customer focus to join our property team.

Providing support to the Property Services team members and our Compliance Manager, you will ensure that our records are kept up to date and that the compliance of our homes is maintained. You will assist customers in resolving queries and work with our contractors to ensure services are delivered and payments processed.

To be successful, you will need to work well as part of a team, be able to solve problems and have good IT skills. A basic knowledge of the maintenance of residential properties would be desirable.

Interviews and an assessment will be held on the 14th February 2020 or the 17th Feb 2020.

In return we offer a unique environment with opportunities for continuous learning, generous annual leave for work life balance, season ticket loans and a range of benefits including discounted entry to attractions and what we feel is a market leading package when it comes to our pension scheme.

The Role

Finance

  • Process payments of utility bills, purchase orders, supplier and contractor invoices, works orders, and other associated property costs and ensure the timely processing of invoices within appropriate authorisations, both within the scope of the team responsibilities and across the department.
  • Investigate and respond to accounting queries with, utility, contractors, suppliers, third parties and internal departments.
  • To process credit notes within timeframes and ensure that documents are clear and correct.
  • To maintain accounting and property data, ensuring that system details are correct and where necessary updated.
  • Record expenditure against budgets to assist the with budget control and reporting.  
  • Setting up framework orders and manage SAP workflow.
  • To use relevant forms to create new and amend existing third-party details and ensure accuracy of recorded information.

Administration & Service Delivery

  • Support our Property Compliance Manager to ensure safety checks including a 12 monthly gas safety inspection and 5 yearly electrical tests are undertaken though;
    • Regular running of reports from the property database (Currently SAP with an intention of migrating data to a new Housing Management system over the next 24 months)
    • Reviewing and downloading test data from web portals provided by our contractors
    • Extracting information from test data and entering data into a excel spreadsheet and/or database system
    • Assisting contractors in gaining access to properties when the contractor has been unable to make access arrangements
    • Raise works orders to contractors for follow on works identified through inspections and track works to completion.
  • To update stock condition records following works undertaken by contractors
  • To set up and organise meetings, including booking rooms, preparing and sending out agendas and papers, taking minutes and distributing.
  • To send, acknowledge and log third party consent forms.
  • To answer telephone calls from customers in an efficient and courteous manner and refer to the appropriate member of staff.
  • To maintain relevant computer-based property and resident records and to take responsibility for ensuring the accuracy of data and recorded information.
  • To provide administrative services to the teams, such as undertaking mail merges, photocopying, scanning, distributing and filing, logging documents using relevant computer systems.
  • Make appointments for staff to visit residents in their homes, log visits on the housing management system and confirm appointments in writing to residents. Assist designated staff with diary management.
  • Assist with Mail distribution/shots, customer questionnaires and planned works programmes.
  • Responsible along with team members for ensuring continuation of service in the absence of other staff.
  • To manage confidential information in the appropriate manner ensuring that systems are completed and correct at all times.

General

  • To organise your work to meet key objectives, on time and to agreed standards.
  • To carry out duties and responsibilities in accordance with the Church of England Pensions Board customer care standards.
  • To maintain effective internal communication with the teams to ensure information is received and circulated within timescales.
  • Any other duties that would be commensurate with the skills and capabilities required under this post.

The Requirements

Essential

Education:

  • Education to GCSE standard or equivalent in English and Maths (Grades A* -C).

Skills/ Aptitudes:

  • Oral and written communication.
  • Knowledge of Microsoft Office, proficient use of Word and Excel.

Knowledge/Experience

  • Experience of working in an office environment.
  • Maintaining systems to track and monitor workload.
  • Experience of processing invoices/creating purchase orders.
  • Experience of delivering a customer focused service.
  • Experience of working within a busy customer facing team.

Personal Attributes:

  • Ability to communicate effectively at all levels evidencing clear, concise and sensitive skills in written and verbal communication.
  • Demonstrates a consistent commitment to meeting customer service standards.
  • Ability to cope with competing deadlines, to prioritise and set targets.
  • Adaptable and able to cope with change.
  • Ability to relate well to a variety of people and create, maintain and enhance working relationships.
  • Willing to learn new concepts and be flexible.
  • Understanding needs of older people in retirement.

We in the National Church Institutions support the mission and ministries of the Church all over England. We work with parishes, dioceses (regional offices), schools, other ministries and our partners at a national and international level.

Excellence, Respect, Integrity

We follow these three values in everything we do, whether we are of Christian faith, another faith or no faith. To learn more about working for National Church Institutions and our benefits, please click here

As we are a member of the Armed Forces Covenant, we welcome all applications from those of you have served in our Armed Forces and their families.

We are committed to building a culturally diverse workforce. As part of this commitment, we welcome applications from people, regardless of their background. As a Disability Confident committed employer, it is important to note that there may be occasions where it is not practical or appropriate to interview all disabled applicants who meet the minimum criteria* due to high volume. We limit the amount of interviews conducted to five applicants per open post we advertise. 

*Where applicable depending on post requirements.

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