Property Administrator (Maternity Cover)

This job has now expired
York Place, Leeds
Fixed Term Full Time
£18376 - £21603

During 2018, the Diocese launched its Strategy Framework, which brings to life the Diocesan Vision of ‘Confident Christians, Growing Churches, and Transforming Communities’.

The strategy includes stretching objectives to ensure that by 2022 we have a balanced budget. In order to achieve this we need to ensure parishes recognise and understand the importance of Parish Share, and have the required support to maintain or increase their contributions as requested. Our target is to increase the total amount of Parish Share received by £2m by 2022 (compared to 2017).

This role is a maternity cover role for a fixed-term of one year.

PRIMARY PURPOSE OF POST

  • To work as part of a team and assist the Head of Change & Property and Property Managers with the smooth and efficient running of the property department and to provide a first point of contact to the department in relation to housing and schools in all Episcopal Areas.

MAIN DUTIES AND RESPONSIBILITIES

  • Maintaining and monitoring electronic maintenance records.
  • Dealing with incoming calls, including general property enquiries.
  • Contacting tradesmen as required to arrange or progress work.
  • Handling the process of moving in and out of new occupiers, liaising regarding dates, utilities, garden maintenance, council tax and water rates and similar items.
  • Arranging inspection visits and processing inspection reports and maintaining the inspections and departmental diary.
  • Issuing tender documents as requested and processing returned tenders.
  • Processing, collating and sending out agendas for Property committees and advisory groups.
  • Typing of letters and reports.
  • Updating spreadsheets, eg expenditure, deeds records.
  • Servicing departmental meetings and events including hospitality.
  • Maintaining an electronic filing system.
  • Coding and passing incoming payments to the finance office and coding and copying accounts for payments.
  • Maintaining record of keys held and issuing and receiving keys when required.
  • Basic maintenance of the Property Department webpage and updates to the education buildings web pages.
  • Submission of insurance claims.
  • Issuing rent demands, processing receipts and chasing arrears.
  • Attending to the retrieval of deeds and files from storage.
  • Assisting with processing and claiming grants and other payments in relation to properties including schools.
  • Assisting with obtaining Trustees consents for school building works and other related property transactions.
  • Preparation for and minute taking of Diocese Board of Education (DBE) buildings sub group meetings.
  • Sending out of property related education emails.

Skills, Knowledge and Aptitudes

The Administrator should be able to provide evidence of the following:

  • good written and verbal skills;
  • experience of writing letters and accurate concise minutes/notes;
  • have ICT including keyboarding skills;
  • organising their time and working to deadlines;
  • organising appointments and arranging visits;
  • record keeping and information retrieval and dissemination of documentation;
  • using the internet to access relevant information;
  • knowledge of Data Protection legislation (desirable)

Qualifications, Training and Experience

The Administrator should:

  • have experience of:
    • writing letters and accurate, concise minutes/notes
    • organising meetings
    • record keeping, information retrieval and dissemination of documentation;
  • working as a member of a team;
  • be able to demonstrate a willingness to attend appropriate training and development.

Personal Attributes

The Administrator should:

  • be a person of integrity;
  • have an understanding of confidentiality issues and the use of discretion;
  • be sympathetic to the needs of others;
  • have an openness to learning and change;
  • have good interpersonal skills.

Disposition and Attitude

The Administrator should:

  • show their flexibility and adaptability to juggle a range of different tasks;
  • have an understanding of the structures of the Anglican Church (desirable);
  • have an empathy for the Anglican Church (desirable).

Special Requirements

The administrator should:

  • be able to co-ordinate administrative processes from first enquiries through to completion.

The Diocese of Leeds came into existence at Easter 2014 following the dissolution of the former dioceses of Bradford, Ripon & Leeds, and Wakefield. It covers the whole of West Yorkshire, the western part of North Yorkshire, and small parts of South Yorkshire, Lancashire, and County Durham. The diocese has 462 parishes and 656 church buildings.