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: karenwilliams@churchinwales.org.uk

(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