Property Administrator

This job has now expired
Church House Guildford, 20 Alan Turing Road, Guildford
Permanent
Competitive salary with generous non-contributory pension provision

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. We have 161 parishes and 300 licenced clergy. There are more than 200 clergy and investment houses, 217 Church buildings and many parish owned halls and facilities. Our property portfolio therefore provides an essential asset for our mission and ministry across this area, whilst also supporting multiple community activities, clubs and meetings.

We’re now seeking an experienced Administrator to work within our small but busy Property team.

This is a pivotal role, 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.

  • 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

  • To maintain the schedule of lettings and associated records

  • To administer the asbestos management programme

  • To provide administrative assistance to the Property Surveyor and wider Property team as required

  • Assist the Finance department with the resolution of council tax queries, including liaison with local authorities and parishes where necessary

Qualifications

Essential

  • Good standard of education with English and Maths at GCSE grade 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
  • 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.
  • An understanding of the works specifications and tendering processes

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

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 is just over a million, rising in line with the national rate.

The Diocese has two archdeaconries, each with six deaneries, and a total of 161 parishes.A great deal of the work of the church is done at a local level by the parishes. The diocesan teams support and encourage the work of the parishes, and also work with wider networks to the mutual benefit of the church and society at local, regional and national levels.

Transforming Church, Transforming Lives is the vision of the Diocese of Guildford, launched in September 2016 following a long period of prayer and consultation. It envisages individuals and church communities open to the transforming work of God’s Spirit in their own lives, and so becoming agents of Christ’s transformation to the world around them.