Property Administrator

Posted 4 days agoExpires in 9 days
20 Alan Turing Road, Guildford, Surrey
Fixed Term Full Time
Competitive salary with generous non-contributory pension scheme

The Diocese of Guildford is seeking an experienced Administrator to help support us as we pursue our strategic mission Transforming Church, Transforming Lives.

With more than 200 residential houses with a value in excess of £150m, our property portfolio represents our largest capital asset by far. Many of these provide clergy housing located near to church and parish facilities and buildings across our 163 parishes. The Property Administrator will be a key member of the property team, and will be the first point of contact with our clergy when they have a maintenance issue with their property. You’ll work closely with our surveyors to agree appropriate actions that respond to issues raised.

Ideally, though not essential, you will have a practical understanding of general property maintenance issues such as roofs, heating, plumbing and electrical systems as well as building fabric and external repairs. Previous experience of administration, maintaining spreadsheets and databases will be essential.

You will have excellent communication and customer service skills along with a warm and open demeanour and a collaborative working style. It is also vital you are able to work flexibly and productively across organisational boundaries and within the Christian ethos of the Diocese of Guildford.

This is a great opportunity to join the team at a time when you can have a personal impact and influence on delivering our strategic mission.

  • To maintain the quinquennial inspection (planned maintenance) programme for all housing owned and administered by the Guildford Diocesan Board of Finance. Process QI reports, support with the tendering process, and instruct and monitor the works programmes within the agreed financial and authority limits.
  • To co-ordinate interregnum (vacancy) inspections – arrange inspection appointments with parishes and Archdeacons, and implement agreed schedule of works as identified by the Property Surveyors.
  • Respond promptly, professionally and realistically to all requests from clergy, their families or contractors for emergency works and reactive repairs, in a sensitive and tactful manner. Instruct appropriate contractors to carry out necessary repairs up to agreed financial limits, or refer to Property Surveyors where appropriate.
  • To manage the schedule of lettings and maintain records.
  • To obtain quotations for works in a competitive and cost-effective manner.
  • To assist with the management of the property portfolio within set budgetary constraints and assist in the delivery of value for money services.
  • To liaise with clergy and contractors to obtain confirmation that works have been completed in a satisfactory manner, and to arrange handover inspections. 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 administer the asbestos management programme.

Qualifications

Essential

  • Good standard of education with English and Maths at GCSE grads A-C or equivalent.

Desirable

  • Educated to A-Level standard or equivalent including English and/or Maths.

Experience

Essential

  • Previous experience in an administrative role.
  • An understanding of the works specifications and tendering processes.
  • Proven experience of creating and updating spreadsheets and works orders, and managing associated data.

Desirable

  • Experience of working in the property sector.
  • A practical understanding of property maintenance incl. roofs, heating, plumbing & electrical systems, building fabric and external maintenance of fences, trees, drains etc.

Skills

Essential

  • Ability to work by oneself and as part of a team, and able to manage 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.
  • A proven proactive and customer focussed approach.
  • Experience of working with and managing different types of data, with good levels of accuracy.

Desirable

  • Committed to deliver high quality outputs.

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 northeast, it is largely suburban, but moving south and west, there are a number of distinct towns and numerous villages. This part of the diocese has a rural feel, but good 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 rural areas, the average population density is above average, both regionally and nationally.