Property Operations Manager Candidate Information Pack
Walking Welcoming Growing
Introduction About Us The Property Department Job Description Person Specification Benefits Diversity & Inclusion Key Dates and Campaign Timeline
Thank you for taking the time to find out more about the appointment of the Property Operations Manager role in the Diocese of Southwark. Southwark is a diverse and vibrant Diocese in so many ways, from the energy of the inner city to the beauty of the Surrey Hills. Serving a growing population of 2.8 million people across south London and east Surrey, we are one of the largest Dioceses in the Church of England. The focus of the Property Services Department is the provision of excellent services to our clergy to enable their ministry to the parishes of our Diocese. This will be through the management of an extensive portfolio of around 400 properties for clergy housing, and some investment properties The Property Operations Manager, who will act as the deputy for the Head of Department (Diocesan Surveyor), will oversee the management of processes, systems, data and information across the department, creating a culture of customer service and efficiency within the team. The Property Operations Manager appointment, a senior role within the Diocese, offers the opportunity to have a direct impact on the lives of the clergy within the Diocese, working with the Diocesean Surveyor and having the responsibility for overseeing the operational aspects of the property team.
We hope that the following information provides greater detail regarding the Property Operations Manager appointment and look forward to receiving your application.
The Diocese of Southwark serves a growing population of 2.8 million people
Network of 292 parishes, 358 churches
The Diocese of Southwark, founded in 1905, forms part of the Province of Canterbury in England and is part of the wider Church of England, in turn part of the worldwide Anglican Communion. The Diocese covers primarily the area of Greater London which is South of the Thames, together with the Eastern part of the county of Surrey. It is one of the largest dioceses in terms of population and parishes as well as one of the most diverse. The Diocese of Southwark serves a growing population of 2.8 million people across south London and East Surrey, an area of rich variety and diversity, through its network of 292 parishes, 358 churches, 190 of which are listed places of worship. There are 106 church schools across the Diocese, 15 of which are secondary schools.
Effective Stewardship of resources
Respect for all
Collaborative Team Working
The Property Services Department
The Property Services Department of the Diocese of Southwark is responsible for the management of an extensive portfolio of around 400 properties, mostly a wide range of housing for our clergy including the vicarages and parsonages in the parishes where they are required to live. Our aim is to maintain all our properties to a good standard, to enable our clergy to focus on the ministry to the people in our parishes. The department manages all aspects of property management, including rental of vacant properties when appropriate, the payment of council tax, water rates and other property costs.
Diocesan Surveyor Colin Bushell
Property Development Surveyor
Organisational Chart Property Services Department
Property Operations Manager Vacant
Residential Property Manager
Property Repairs Officer
To lead under the guidance of the Diocesan Surveyor, the operations of the Property Department in the management of the portfolio of around 400 properties. This is a senior role within the department and within the scope of the operations work described below, the postholder will have authority over the technical members of the department, eg surveyors, as well as the formal line management of administrative department. The post holder will provide systems and financial support to ensure the effective day to day operation of the Property Services Department. It is in effect the deputy to the Diocesan Surveyor in ensuring the smooth running of the property service department. The postholder will develop, manage and enhance the variety of systems, databases and processes working collaboratively within the Property Services Department and the wider diocesan family.
To take full responsibility for the management of process, systems, data and information across the Property Services Department, including the introduction of the paperless office, and the integration of databases and systems across the Diocesan offices. To lead and represent the department’s needs, under the guidance of the Diocesan Surveyor, and to work collaboratively with the Head of Data and Process Administration, in the integrated diocesan database, and in the reporting and presentation of data through dashboards, etc. To oversee the processes required for finance, audit, contract management and compliance with the policies and good practice of the Diocese.
Main duties and responsibilities
Management and Leadership
Systems and support
◊ There is a leadership role for the technical staff in relation to following procedures and practices. To proactively suggest areas for development and improvement in the systems and processes of the department ◊ Conduct effective annual appraisals for team members and hold regular supervision meetings to review progress against agreed targets and objectives, taking appropriate action to ensure that performance problems are identified at an early stage and action taken to resolve them. ◊ Live out the diocesan values as an exemplar for your team, modelling effective leadership and collaboration both within the teams and across the diocese ◊ Support the recruitment of team members, ensuring that they are appropriately inducted and supported in their roles ◊ Take responsibility for your own learning and development as well as that of your team. ◊ Looking for opportunities to develop yourself and the team and suggesting training opportunities when required.
◊ Set up and / or management of data and information systems both electronic and paper as appropriate. ◊ Develop, maintain and apply a significant breadth and depth of knowledge about the diocesan systems to develop appropriate solutions and processes ◊ To develop and implement a Property manual to best meet the needs of the department, in a more digital environment ◊ Management of property data and financial data where applicable. Producing reports as appropriate or as directed including in relation to day-to-day operations, KPI’s and for audit purposes, working closely with the Diocesan Secretary ◊ Development of regular reporting protocols to aid managers and staff carrying out their responsibilities more efficiently and effectively together with the provision of reports to others within the Diocese. The provision of reports to the Diocesan Decretary and the Diocesan Surveyor, and working with the Head of Data and Process Administration
Property Repairs and Maintenance
◊ Ensure that effective and efficient controls and appropriate processes are in place, that all payments, invoicing and financial resources relating to property are appropriate, accurate and approved. ◊ Oversees the financial procedures for the tendering of vacancy works, and other property projects that require formal tendering. ◊ Through the management of administrative staff, currently three, in order to ensure that all invoices and utility bills are processed accurately and within set timescales. ◊ Provision of cash flow information and regular liaison with the Finance Department to ensure the proper accounting and recording of all financial transactions relating to property including payments to contractors, utility companies and in relation to rent etc. ◊ Working with the Estates Manager to ensure appropriate project accounting for property capital projects including redevelopment, alteration, and purchase. Including the provision of regular management information on progress on projects. ◊ The post holder will work closely with the Finance Department. ◊ The preparation of weekly, monthly and quarterly key performance indicator data for the Diocesan Secretary, and liaising with the Head of Data and Process Administration, and other members of the senior management team plus other members of the Property Services Department. This will include contributing to reports for committees and boards of the Diocese.
◊ Ensuring that the Property Repairs Help desk is covered and supported at all times, including raising contract instructions as needed and recording and monitoring progress of repairs and larger works. ◊ Co-ordinate the provision of planned programmed maintenance including gas safety and heating servicing, electrical testing, alarm servicing and other services to be determined. ◊ Provide administrative and financial accounting support in respect of Larger property related projects as directed
Given the key role in the Property Service department, the postholder will be expected to demonstrate and encourage a commitment to the purpose and values of the Diocese, namely:
◊ transparent accountability ◊ collaborative team working ◊ respect for all ◊ effective stewardship of resources
Other key relationships outside of the Property
◊ Use MapInfo to provide geographical representation and plotting data. ◊ Support the Diocesan Surveyor and other staff, in managing and completing specific projects as required. ◊ Providing active support and carry out priority duties of team members if needed when they are absent (e.g. annual leave, or sickness). ◊ Contribute to the efficient running of the property Department by carrying out tasks in a professional and positive manner and: ◊ Respond to telephone calls and deal where appropriate or pass to others ◊ Ensure that a high standard of documentation is maintained
Clergy and other property occupiers Archdeacons Contractors and suppliers Area surveyors Repairs Co-ordinator Property Administrator Head of Data Usage and Process Administration Estates Manager Deputy Diocesan Secretary
◊ Assist other staff in performing their duties ◊ Ensure that property and other records are maintained in appropriate storage and readily accessible whether in soft or hard copy.
Any Other Duties
A core value of Diocesan staff is collaborative team working. The responsibilities outlined above cannot totally encompass or define all tasks which may be required of the post holder and you may be asked to perform any other duty as directed from time to time.
Leadership / Management
◊ Normally a graduate with a numerate degree, but the post is also open to experienced people without a degree.
◊ Experience of team management, including staff management, planning and allocation of resources. Able to motivate, lead and drive individuals in order to achieve a common goal.
Skills & Knowledge
◊ A capable and proactive administer/operations manager who has significant experience in a range of administrative responsibility including data management, compliance, accounts and support services. ◊ Ideally you will have experience in a property or facilities environment, or similar, where processes and data key to successful delivery of an efficient and effective service. ◊ Database management and systems integration experience. Has taken responsibility for system change management and subsequent induction and training of teams. ◊ Willing to work in a busy team supporting the clergy in the Diocese.
◊ Excellent interpersonal and communication skills with a naturally customer centric approach. and the ability to empathize and create a rapport in a short period of time. ◊ It is essential that Proactive, highly collaborative, enthusiastic and with excellent stakeholder management skills. ◊ Experience of processing financial documents with a high degree of accuracy, ideally within a property department or similar. ◊ Highly proficient in Word and Excel ◊ Excellent attention to detail particularly when preparing documents ◊ Demonstrable customer service skills including a good telephone manner and the ability to empathize and create a rapport in a short period of time.
Personal Qualities and behaviours
◊ Essential - A ‘can do’ attitude ◊ Energetic and flexible approach especially in relation to learning and new tasks ◊ Well organised and able to maintain efficient systems ◊ Able to work accurately under pressure and to deadlines. ◊ Willingness to help and to be a team member in a busy team ◊ Resilient and flexible with an innovative, solutions focused approach ◊ Able to operate at all levels ◊ Flexible attitude to tasks and cheerful positive approach to work. ◊ Able to work as part of and integrate into a small team. ◊ Able to maintain confidentiality as appropriate. ◊ Sympathetic to the aims and objectives of the Christian Church and have due regard for the traditions of the Church of England.
Annual Leave 26 days annual leave per annum, increasing to 31 days after 2 years’ service. Season Ticket Loan An interest free season ticket loan is available upon satisfactory completion of the probation period. Pension A non-contributory pension will normally be arranged with the Church Work- ers’ Pension Fund, currently a 15% employer’s contribution.
Diversity & Inclusion
Equal Opportunities The Diocese has a strong commitment to equal opportunities and will not discriminate on the grounds of race, nationality, age, sex, disability, marital status, sexual orientation, religion or belief. Its employees are expected to abide by the Equal Opportunities Policy which embodies these principles. Equality and Diversity All staff are expected to demonstrate the value of ‘Respect for All’, and follow any guidelines and policies relating to equality and diversity, and equal opportunities.
The Diocese of Southwark are being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG)
Key Dates and Campaign Timeline
To arrange a confidential briefing conversation please contact our advisor Stephanie Howe of MRG on 0203 962 9900.
Applications should consist of a comprehensive CV and a covering letter.
Applications should be sent to firstname.lastname@example.org
Property Operations Manager Candidate Information Pack
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