The Property Department of the Diocese of Southwark is responsible for the management of and extensive portfolio of over 380 properties across south London and part of Surrey. This includes parsonages, investment properties, redundant churches and lettings.
We are looking for a bright, enthusiastic, person, a graduate in a numerate discipline who is flexible in their approach, confident with using data and financial information, and familiar with financial and other business processes. With a friendly ‘can do’ attitude to problem solving and team work.
The post will be supporting the in the Property Department, in making sure that our financial processes are followed, payments systems are followed in an accurate and timely manner by checking invoices. A key part of the role is the provision of regular reports on the day to operations of the department, being able to extract information from databases, and present them in a understandable way in reports will be important. We have an in-house property system, the postholder will need to learn the system and how to gain the information from it.
There will be a variety of requests for data, sometimes ADHOC and not always straightforward, the postholder needs to be flexible and adaptable, and able to deal with changing priorities. The postholder will be a key support to the Diocesan Surveyor, and there will be a variety of administrative and organisation tasks that will need to be dealt with with a good sense of what to prioritize.
Systems and support
Set up and / or management of data and information systems both electronic and paper as appropriate.
Management of property data and financial data where applicable. Producing reports as appropriate or as directed including in relation to day to day operations, KPI’s and for audit purposes.
Development of regular reporting protocols to aid managers and staff carrying out their responsibilities more efficiently and effectively together with the provision of reports to others.
Provide administrative support to the Diocesan surveyor including in respect of diary and meeting management, provision of reports and establishment of admin systems.
Management of financial transactions relating to property including payments to contractors, utility companies and in relation to rent etc. The post holder will also work closely with the Finance Department.
Project accounting for property capital projects including redevelopment, alteration and purchase. Including the provision of regular management information on progress on projects.
The preparation of weekly, monthly and quarterly key performance indicator data for the Diocesan Secretary and other members of the senior management team plus other members of the Property Department. This will include contributing to reports for committees and boards of the Diocese.
Provision of cash flow information and regular liaison with the Finance Department to ensure the proper accounting and recording of all transactions.
Ensure that effective and efficient controls and processes are in place, that all payments, invoicing and financial resources relating to property are appropriate, accurate and approved.
Apply the financial procedures for the tendering of vacancy works, and other project that require formal tendering.
Ensure that all invoices and utility bills are processed accurately and within set timescales.
Property Repairs and Maintenance
Provide support for the Property Repairs Help desk including raising contract instructions as needed and recording and monitoring progress of repairs and larger works.
Co-ordinate the provision of planned programmed maintenance including gas safety and heating servicing, electrical testing, alarm servicing and other services to be determined.
Provide administrative and financial accounting support in respect of Larger property related projects as directed.
Use MapInfo to provide geographical representation and plotting data.
Support the Diocesan Surveyor and other staff, in managing and completing specific projects as required.
Contribute to the efficient running of the property Department by carrying out tasks in a professional and positive manner and:
Respond to telephone calls and deal where appropriate or pass to others
Ensure that a high standard of documentation is maintained
Assist other staff in performing their duties
Ensure that property and other records are maintained in appropriate storage and readily accessible whether in soft or hard copy.
Any Other Duties
A core value of Diocesan staff is collaborative team working.The responsibilities outlined above cannot totally encompass or define all tasks which may be required of the post holder and you may be asked to perform any other duty as directed from time to time.
A graduate in a numerate discipline such as science, engineering computer science, or mathematics or a graduate level qualification in a numerate discipline.
Skills & Knowledge
Experience of processing financial documents with a high degree of accuracy, ideally within a property department or similar.
Highly proficient in word, Excel and Access databases with excellent typing and data entry skills
Excellent attention to detail particularly when preparing documents
Demonstrable customer service skills including a good telephone manner and interactive skills.
Personal Qualities and behaviours
A ‘can do ‘ attitude
Energetic and flexible approach especially in relation to learning and new tasks
Well organised and able to maintain efficient systems
Able to work accurately under pressure and to deadlines.
Willingness to help and to be a team member in a busy team
Flexible attitude to tasks and cheerful positive approach to work.
Able to work as part of and integrate into a small team.
Able to maintain confidentiality as appropriate.
Sympathetic to the aims and objectives of the Christian Church and have due regard for the traditions of the Church of England.
The Diocese of Southwark, founded in 1905, forms part of the Province of Canterbury in England and is part of the wider Church of England, in turn part of the worldwide Anglican Communion. The Diocese covers primarily the area of Greater London which is South of the Thames, together with the Eastern part of the county of Surrey. It is one of the largest dioceses in terms of population and parishes as well as one of the most diverse.