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 2017

Please submit your application form to:

Mrs Karen Williams

Administration and HR Officer

The Diocesan Office

High Street

St Asaph LL17 0RD

or by email to:

(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
Qualifications
Sound general educational background / *
Experience
Working 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 / *
*
*
*
* / *
Knowledge and Understanding
Understanding 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 / * / *
*
*
*
Skills and Personal Qualities
Excellent 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 / *
*
*
*
*
* / *
*

Diocese of St Asaph

Properties Administrator

Main Terms and Conditions

Hours of Work

Term

Salary

Pension

Holiday

Location

Expenses

Probation