Properties Administrator
Information and Application Pack
November 2017
The Diocese of St Asaph offers an exciting opportunity for an enthusiastic and talented administrative assistant to work with us to support the work of the Diocesan Property Board and Diocesan Advisory Committee on the Care of Churches
The successful applicant will join the small friendly Diocesan Administration Team based at our busy office in St Asaph. Working closely with the Parsonages Inspector, the Diocesan Churches Inspector and the Churches Conservation and Development Officer you will contribute to the effective administration and management of a portfolio of properties that includes over 200 church buildings and 120 residential properties located across the Diocese.
If you are self-motivated, well organised with excellent administration and IT skills and want to work with us on a part time basis then we should like to hear from you!
If you would like to discuss this opportunity further, please contact Mrs Karen Williams on 01745 583587 or 01745 582245
Applications
Applications must be received by 12 noon Tuesday 5 December 2017Please submit your application form to:
Mrs Karen WilliamsAdministration and HR OfficerThe Diocesan OfficeHigh StreetSt Asaph LL17 0RD
or by email to: [email protected]
(please note that we do not accept CVs)
Interviews
Interviews will be held in St Asaph on Thursday 14 December 2017 and applicants may also be asked to take part in a practical skills assessment. Further details regarding the selection process will be communicated at the time applicants are invited for interview.
All appointments made will be subject to satisfactory references.
JOB DESCRIPTION
Job Title: Properties Administrator
Reporting to: Diocesan Secretary
Managed by: Diocesan Secretary
Based at: The Diocesan Office, St. Asaph
Job Purpose
To contribute to the management, maintenance and development of a range of residential properties and church buildings within the Diocese by providing effective and efficient administrative support to the Diocesan Property Board and the Diocesan Advisory Committee on the Care of Churches
Key Responsibilities
1) Be a key point of contact in the Diocesan Office in respect of property related matters and a pro-active member of the Diocesan Administration Team
2) Provide efficient administrative support to the Diocesan Property Board and Diocesan Advisory Committee on the Care of Churches
3) Maintain records in relation to all properties that are within the scope of the Diocesan Board of Finance, the Diocesan Property Board and the Diocesan Advisory Committee on the Care of Churches
Key Working Relationships
The Diocesan Secretary Parsonages Inspector Diocesan Churches Inspector Churches Conservation & Development Officer
Members of the Diocesan Property Board and members of the Diocesan Advisory Committee on the Care of Churches (DAC)
Diocesan Finance Assistant Clerics, church officials and tenants Contractors and property professionals Property Department at the Representative Body of the Church in Wales
Main Duties and Responsibilities
1) Be a key point of contact in respect of property related matters and a pro-active member of the Diocesan Administration Team Be a key point of contact in the Diocesan Office in respect of property
related matters
Receive and respond appropriately to correspondence, emails and telephone enquiries relating to property matters
Liaise with contractors, tenants and church officials
Be a pro-active member of the Diocesan Administration Team contributing to the general administration of the Diocesan Office
2) Provide efficient administrative support to the Diocesan Property Board and Diocesan Advisory Committee on the Care of Churches (DAC)
Ensure that the details of members of the Property Board and Diocesan Advisory Committee on the Care of Churches are kept up to date and accurate and in accordance with the Diocesan Data Protection Policy
Facilitate effective communication between members and officers
Produce reports, correspondence and other documents as required
Attend meetings of the Property Board and Diocesan Advisory Committee on the Care of Churches and take the minutes if required
Apply correct financial code to contractor and service invoices and liaise with the Finance Assistant to arrange payment
Provide administrative support to the Parsonages Inspector, Diocesan Churches Inspector and Churches Conservation & Development Officer
3) Maintain accurate records in relation to all properties within the scope of the Diocesan Board of Finance, Diocesan Property Board and Diocesan Advisory Committee on the Care of Churches
Maintain the database of properties that are within the scope of the Diocesan Board of Finance, Diocesan Property Board and the Diocesan Advisory Committee on the Care of Churches ensuring that information is kept current and accurate
Maintain both electronic and paper record systems relating to property maintenance
Maintain a schedule of faculty applications in order for applications to be tracked and status reports generated
Support the Diocesan Churches Inspector to maintain the schedule of Quinquennial Inspections
This Job Description is not a statement of all the duties applicable to the post holder, variations to the duties outlined above will occur to meet the needs of the post. Any variations will be commensurate with the grade and character of the post
Criteria Essential
Desirable
QualificationsSound general educational background
*ExperienceWorking in an office environment in an administrative role
Working as part of a team
Producing correspondence and reports
Record keeping – maintenance of electronic and paper filing systems
Taking minutes at meetings
Experience of working in a property management or historic building environment
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Knowledge and UnderstandingUnderstanding of board & committee functions and processes
Knowledge of Listed Building regulations
Knowledge of planning regulations and procedures
Understanding of and empathy with the Anglican Church and in particular the Church in Wales
Understanding of the special nature of a place of worship and consecrated land
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Skills and Personal QualitiesExcellent IT skills
Excellent administrative skills
Highly numerate
Good interpersonal skills
Willingness to take the initiative
Effective communication skills both written and oral
Ability to drive and the use of a vehicle
Ability to communicate through the medium of Welsh
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Diocese of St Asaph
Properties Administrator
Main Terms and Conditions
Hours of Work
Term
Salary
Pension
Holiday
Location
Expenses
Probation
12 hours per week working four hours on Mondays, Wednesdays and Fridays
Permanent
£16,600 per annum pro rata (£5,691 actual)
The employer will contribute 9% of the employee’s pensionable salary to the Diocesan Board of Finance pension scheme or to the employee’s personal pension plan
25 days per calendar year plus bank holidays (pro rata)The holiday year runs from 1 January to 31 December
The Diocesan Office, High Street, St Asaph LL17 0RD
All reasonable working expenses will be met at the agreed Diocesan rates
This post will be subject to satisfactory completion of a probationary period of 6 months