Job Description

Post:Circuit Property Administrator

Location:Ealing Trinity Circuit Office

Kingsdown Church

Kingsdown Avenue
West Ealing W13 9PR

Purpose andPrincipally to coordinate on behalf of the Circuit,

Objectives: property maintenance and repairs of circuit manses and commercially let dwellings and buildings.

Responsible to:Methodist Church - Circuit Property Stewards

Responsible for:N/A

Internal Relationships: 1. Circuit Stewards

2. Circuit superintendent

3. Circuit ministerial team

4. Church Property Stewards

5. Circuit Administrator

External Relationships:1. Methodist District Property Office

2. Government Bodies, Buildings regulations, contractors, services, organisations and Professional Groups (Architectural, Heritage etc)

Ethos and Working Style:TheProperty Administrator is expected to understand and be in sympathy with the aims and work of the Methodist and United Reformed Churches. The Methodist Church’s aims are expressed through Our Calling and Priorities for the Methodist Churchand the URC’s through the Vision 2020 statements. They are also expected to work within the agreed Ways of Working for the Circuit Team

Working style:

All members of the Circuit Administration staff are expected to work together collaboratively

underthe direction of their line manager and deliver effectively against agreed objectives.

Main Tasks:

Property Maintenance

  1. Negotiate and oversee contracts with outside contractors and ensure that the manse residents and lettings tenants are satisfied with the maintenance and repairs services provided
  2. Organise incoming and outgoing inspections, prepare inspection reports and ensure that premises are ready for new occupants.
  3. Implement preventative maintenance programs and oversee capital improvement projects.
  4. Maintain records of; safety certificates, schedules, quinquennial requirements when due and details of the rolling programme of works.
  5. As and when required by the Circuit, prepare reports to go to the Methodist and United Reformed Churches’ governance bodies.
  6. Research governmental and property related regulatory bodies to identify new initiatives, changes in policy/legislation and raise awareness of these within the circuit.

Lettings

  1. Attract tenants by advertising vacancies, obtaining references, make rental or lease agreements, collect deposits and rent and enforce occupancy policies and procedures.
  2. Establish rental rates by surveying local rental rates, calculating overheads costs, depreciation, taxes and profit goals.

Churches

  1. To support circuit churches in identifyingand completing funding applications for property repairs, development projects and advice on best practice.
  2. Working with the Circuit/church Property and Lettings stewards to develop policies including monitoring and managing the requests log to ensure timely action, compilation of Building User Guides and Building User manual etc and to build a portfolio of relevant information.
  3. To produce with the assistance of the CircuitAdministrator the production and delivery of a Property Handbook for use by the Circuit/church Property stewards; ensuring website edition remains up to date and property stewards are notified of changes.
  4. Facilitating the work of the of the Property Strategy Group (PSG) by organising meetings, compiling agendas, ensuring the flow of documents to and from the Group, recording and producing minutes of meetings and ensuring all action points are followed up.
  5. Liaise with the Property Strategy Group members between meetings to take forward relevant agreed work.

General

  1. Update job knowledge by participating in educational opportunities; reading professional publications, maintaining networks.
  2. Any other reasonable duties as requested by the Circuit Property Stewards.

Terms and Conditions:

Terms of appointment:Fixed Term for 24 months

Health and Safety:The post holder will be subject to the Methodist Council’s Health and Safety policy

Equal Opportunities:The post holder will be subject to the Methodist Council’s Equal Opportunities policy

Physical Conditions:Open Plan Office Accommodation

Remuneration:Starting salary of £7,800 per annumincluding Inner London Allowance for 40 hours per calendar month.

Disclosure:Appointment will be subject to Enhanced Disclosure from the Disclosure & Barring Service (DBS).

Work Permit:Appointment will be subject to documentary evidence of the right to live and work in the UK

Hours of Work:40 hours per calendar month

The normal hours of work will be from 9.00am to 5.00pm with an hour for lunch. Some flexibility in working hours may be required due to the nature of this post. Payment for overtime is not given but employees are entitled to time off in lieu by arrangement.

Holiday Entitlement:7 days a year

Plus Bank Holidays that fall on a normal working day and an extra three days at Christmas and New Year.

Sick Pay:Entitlement in accordance with the Methodist Church terms and conditions of employment for Lay Employees.

Pension:Lay Employees:There is a contributory pension scheme which lay employees are able to join subject to certain provisions. A Permanent Health Insurance arrangement is also included with this pension scheme.

Probationary Period:Appointments for lay employees are made subject to the satisfactory completion of a three months probationary period.

Person Specification Post:CircuitProperty Administrator
Attributes / Essential / Desirable / Method of Assessment
  1. Relevant Training & Education
/ Relevant qualification to degree level, or equivalent or able to demonstrate track record of working at this level / A , I, Q
  1. Skills and Competencies
/ Working knowledge of contracts and agreements / An understanding of the Methodist/URC Churches / A, I
Working knowledge of and local and central government legislation and regulations. / A, I
Working knowledge of building and grounds maintenance / A, I
Ability to work on own initiative, while working within a small team / A, I
Ability to plan and manage time effectively, work to tight deadlines and to prioritise a range of varied tasks / A, I
Proficiency in IT skills to include MS Outlook, Word, Excel and PowerPoint / A,I
Ability to present information, orally and in writing, clearly and confidently to internal and external stakeholders / A, I, P
  1. Special Knowledge and Expertise
/ Proven ability in a role administering property maintenance, repairs or lettings / A, I, P
Proven ability of planning, organising and deploy contractors efficiently / A, I
Demonstrate awareness of andsensitivity to, issues of equality, diversity inclusion and a commitment to the unique value of the individuals in the life of the Church. / A, I,
  1. Personal Qualities
/ In sympathy with the priorities and ethos of the Methodist Church andUnited Reformed Church. / A , I
Ability to work collaboratively with colleagues and others, including volunteers, / A , I
Willingness to take on new challenges and responsibilities / A , I
Able to work appropriately with sensitive and confidential information / A, I
Accuracy and attention to detail / A, I
Willingness to work out of normal office hours and weekends when needed. / A, I

Method of Assessment A – Application Form, I – Interview, W – Written exercise, P – Presentation, G – Group exercise, Q – proof of qualification (certificates or transcripts

We reserve the right to introduce a written exercise or group exercise as part of the recruitment and selection process.

Ealing Trinity Circuit Property administrator| May 2014