DoL - Senior Residential Property Manager

Senior Residential Property Manager Candidate Information Pack



Dear Applicant,

About Us

Thank you for taking the time to find out more about the Senior Residential Property Manager role. The Church of England in London is vibrant and at the heart of communities throughout the capital. The Diocese of London comprises parishes, chaplaincies, and missional communities in London north of the River Thames. At the London Diocesan Fund (LDF), we seek to do all that we can to support mission and growth in the Diocese, using our resources to help our parishes and worshipping communities serve over 4 million people. Reporting to the Head of Housing, the Senior Residential Property Manager is responsible for effectively and efficiently managing the perfor- mance of the LDF’s residential property portfo- lio. We hope that the following information pro- vides greater detail regarding the Senior Proper- ty Services Manager appointment and that you may consider applying.

Job Description


Diversity & Inclusion

Key Dates

About Us We serve a population of over 4m people covering 277 square miles of Greater London north of the River Thames and west of the River Lea, from the Isle of Dogs in the east to Staines in the west and as far north as Enfield. In its current form, our Diocese covers 17 boroughs in Greater London, in whole or in part, and also the district of Spelthorne in Surrey. It is coterminous with the historic county of Middle- sex. The area we serve is predominantly urban, although there are signif- icant suburban areas and even rural parts to our northern and western fringes. Within the Diocese of London, there are: • 500+ worshipping communities • 1,000 clergy and ministers • 200 men and women in training for ministry

• 75,000 adults on electoral rolls • 70,000+ regular worshippers • 150 church schools • 52,000+ pupils • 150+ chaplaincies in schools, colleges, hospitals, the

Metropolitan Police, Heathrow, railways, prisons, theatres, the forc- es, football clubs, Canary Wharf, livery companies, shops and City institutions • £1,000,000s raised each year for charities around the world • 1,500,000+ visitors and worshippers in St Paul’s Cathedral each year

Housing Portfolio The operational housing portfolio incorporates the vital homes of the clergy as well as surplus/let assets and opportunity for parsonage devel- opment. The portfolio is subject to a rolling 5 year review to ensure that it is fit for purpose and cost efficient in additional to Quinquennial Repairs (cyclical 5 year repairs).

Operational Property • 400+ houses of varying ages and sizes • Valued at circa £850m • Expenditure of circa £7m

Let Operational Property • 130 properties • Gross income of £3m

Job Description EMPLOYER: The London Diocesan Fund (LDF) JOB TITLE: Senior Residential Property Manager RESPONSIBLE TO: Head of Housing

voids. Support strategy to ring- fence operational let properties Continually monitor and manage performance of third party suppli- ers such as letting agents and con- sultants. Take overall responsibility for letting agent performance and consolidation strategy Provide professional advice and sound judgement with escalated matters, complex property issues, disputes and rightsizing opportu- nities Maximise the opportunity to generate new income and in- crease rental income for the fund (currently £2.Smillion pa opera- tional income). Minimise wherever possible void periods of rental property. Effectively manage ser- vice delivery (and rental income) via approved managing agents through regular daily communi- cation and regular performance reviews Take full ownership and develop broad oversight for allocated portfolio (circa 150 properties out of over 500) for instance in terms of property management, occu- pancy, fit for purpose/ rightsizing, regularisation of property related

Job Summary This is a new role within the operational housing team, reporting to the Head of Housing. We have historically only had one residential property manager covering the whole of our 500-proper- ty/600-unit operational housing estate. Funding has recently been secured to create two additional roles within this service line to enable far greater over- sight of our estate, a greater focus on rental performance from let properties, and the resource to deliver a greater volume of vicarage rightsizings going forwards. This new role will oversee the new team taking ownership for the delivery of these objectives on a day to day basis. Principal Accountabilites & Duties Strategic • Aim for excellence, best practice and continuous improvement in all related property management activities, leading a team of two Property Managers to deliver a high quality and comprehen- sive service that fully supports departmental objectives and the LDF mission

Develop a robust system of management reporting (to Head of Housing) covering key perfor- mance areas such as rental income, arrears, voids, compliance, proper- ty regularisation Review, develop and implement best working practices using appropriate written policy and procedure across all appropriate property management functions Mentor and provide leadership to property management team, to include all line management functions such as regular l:l’s, performance reviews, disciplinar- ies, training, covering the service during absences etc Monitor and manage overall team workload and where appropriate adjust task allocation to Property Managers, for instance balancing the number of property sales and acquisitions or rightsizing oppor- tunities Maximise income generation across the whole housing let port- folio, reduce arrears and minimise

Operational •

discrepancies. Working closely with the Archdeacons to ensure the housing service supports the mission of the church. Full transaction management of purchases and sales (property transactions range in value from one million to several million pounds). Work closely with all stakeholders (agents, solicitors, occupiers, PCC, surveyors etc) to manage the complete process of new purchases, sales or transfers of ownership. This includes but is not limited to, negotiating appropriate fee arrangements, negotiating price, instructing appropriate professional team (solicitors, agent, valuer, building surveyor etc), undertaking pre-acquisition due diligence examining survey reports, title reports, and searches, assisting solicitor enquiries and ensuring that legal documents are executed and arrange for transfer of funds Statutory work and legal enquiries: Liaise with Church Commissioners, Patrons and PCCs in regard to those properties governed by the Church Property Measure, New Parishes Measures or acquired un- der the Value Linked Loan Scheme - in particular, the obtaining of for- mal approvals to purchase, sell or let properties. Frequent handling

of queries about the ownership of property and in particular, in resolving boundary disputes with the assistance of reference to title documents, land registry and research from archives Reporting to committee: Prepare business case reports for pres- entation to the Diocesan Finance Committee (DFC), and either presenting those cases at meet- ings or by email under delegated powers. Follow the agreed formal DFC process to gain approval for transfers of ownership for instance changing title ownership from parsonage to fund Execution of Deeds: Ensuring that all documentation is in place, obtaining approvals and seeking signature to Deeds by members of the Fund prior to return to the solicitors Regularly monitor all aspects of compliance for lettings (via managing agents) to include gas safety, EICR, asbestos surveys, rent deposit scheme, EPC, HMO licences, fire-safety works etc Identify, report and aim to resolve legal matters regarding property irregularities such as land owner- ship, boundary disputes, repair/ maintenance liability, squatting, adverse possession

With cases of adverse possession, working with our legal represent- atives to manage the process of gaining vacant possession of LDF property Pre-vacation inspections: Make arrangements with outgoing clergy before they resign/retire to assess property condition, the future need for works, its long-term suit- ability and whether it ought to be let during the vacancy, issuing sub- sequent reports and liaising with Archdeacon/Bishop on timetable for new appointment and future use of the property Tracking clergy moves: Maintain a robust record of when Clergy move in and move out of proper- ties to ensure an accurate record of occupier contact details is kept. Working closely with Archdeacons, and the team, seek out opportuni- ties to improve process and work flows with a particular focus on tracking clergy moves and updat- ing contact details Lettings: Seek the advice of appro- priate letting agents and attend vacant property inspections to agree pre letting works or recom- mending any necessary scheme of refurbishment in order to secure a tenancy, appointing an agent in letting or management role and

ensure tenancy agreements are properly executed Rent collection: Work closely with LDF finance team and managing agents to maintain close oversight of rental arrears, initiating posses- sion proceedings where necessary. Deal directly with tenants when required to manage rent arrears collection Conduct periodic rent reviews and securing renewals on favoura- ble terms; where possible increase income Ensure a programme of annual inspections is conducted (and recorded) to review property condition, significant hazards, oc- cupancy and any property related irregularities Take ownership be accountable for full and accurate record man- agement for the properties within your allocated portfolio Buildings insurance: Ensure all properties are adequately insured. Maintain regular contact with Ecclesiastical Insurance and PIB (brokers) over block policies pro- viding cover for all our residential property and advising when properties are purchased, sold or transferred. Seeking refunds from PCCs, where agreed

Maintain schedule of rental prop- erties and produce a detailed monthly vacancies report. Provide detailed updates for quarter- ly Archdeaconry reports and lead regular Archdeacon clergy vacancy and appointment reviews to prepare vicarages for incoming clergy Regularly review vacant property schedule, arrange weekly vacant property inspections (via security company or church wardens) where appropriate and keep our brokers informed of longer term void properties Maintain oversight of Special Arrangement Lettings (letting arrangements usually with local parishes for occupancy by parish staff) managed via letting agents Maintain schedule and manage leased (not LDF owned) proper- ties - those properties leased from other Landlords usually providing temporary rented housing for cler- gy including negotiating the best possible terms for the LDF and liaising with the finance team on rent payments, deposits and any associated matters Provide information to relevant parties where required, includ- ing gathering historic and cur- rent property information and

occupant details. Support the team wherever necessary with the provision of expertise and advice Provide an initial point of contact for LDF housed deserted clergy spouses within the property Department. Work closely with the “Bishop’s visitor” in meeting their needs Consolidate smaller letting agents into the existing portfolio under two (possibly three) main manag- ing agents -negotiate and secure he best possible fee arrangements with our agents Deal with all aspects of property regularisation to include, bounda- ry disputes, land registry records, title correction, neighbourly disputes, rights of way, easement, covenants, changing classification use, business rate reversion Deal with party wall notices and responses to planning consulta- tions using third party consultants when appropriate. Maintain log of activity with accurate record keep- ing such as party wall awards Deal with block management as required to include service charge management, section 20 notices, major planned works. Ensure common parts management is ad- equate including health & safety

and fire safety obligations

Work closely with Asset Manage- ment team to advise on proposed developments and accept hand- over of new build or refurbished properties General repair & maintenance: On a daily basis, provide advice on the best and most economic means of dealing with minor repairs with direct support from Repairs Manager, Property Admin- istrator, Senior Property Services Manager and letting agents Proactively support parishes and be a point of contact for enquiries During times of absence provide cover for Property Mangers within the team Undertake any other tasks willingly that are commensurate with the role. On occasion this may require working ad hoc additional hours in ensuring that duties are fulfilled

Person Specification Experience, knowledge, training and qualifications

Essential •

Desirable •

At least 5 years’ experience leading the management of a similar size residen- tial portfolio with a track record of developing the portfolio and managing it effectively on a day to day basis • Experience of leading a team and fully conversant with line management and employment principles and legislation • Experience of setting out and achieving strategic team objectives • Fully conversant with various statutory controls such as Landlord and Tenant Act, Housing Act, fitness for homes standards, HMO regulations, Health & Safety law etc • Fully conversant with various types or tenure such as freehold, leasehold, ASTs and licences to occupy and how this affects ownership, rights and responsibilities • Experience of managing residential property sales and purchases • Experienced with maximizing rental income, void management and arrears controls • A detailed working knowledge of Property Management Computer Systems • Thorough, effective use of IT • Highly organized and administratively self-sufficient • A team player. Excellent interpersonal skills and ability to act with diplomacy and tact • Confident with regularly producing concise written management reports • Familiar with handling legal documentation such as title deeds, deeds of transfer • Ability to work effectively under pressure often with conflicting priorities • Demonstrates a good attention to detail and ability to handle complex issues • Confident with travel on public transport throughout the London Diocese • Relevant qualification or accreditation such as IRPM, ARLA, CIH or equivalent

Health & Safety qualification such as IOSH or NEBOSH Degree educated in related discipline Knowledge of the Charities Act Experience of dealing with Listed Buildings Knowledge of ecclesiastical prop- erty legislation Knowledge of the Church of England governance, workings and structure Familiar with geography/ general layout of the boroughs within the London Diocese

• •

General Conditions Standards of Behaviour and Conduct

Staff are expected to act at all times with due consideration for others and in a manner befitting their position as employees of the Church and as professionals, whatever their job.

Health and Safety Responsibilities All LDF staff are required to ensure that they understand and accept the legal duties placed on them by the Health and Safety at Work Act not endanger themselves or others by any act or omission on their part and by the Management of Health and Safety at Work Regulations to co-oper- ate with colleagues and management in the control of health and safety at work. Therefore, staff are required to: Read, understand and abide by the LDF Health and Safety Policy; make themselves familiar with accident and emergency procedures for their site; inform their manager immediately of any health or safety defi- ciencies or dangerous situations or near misses; set a good personal example in respect of health and safety. Confidentiality Staff must not pass on to unauthorised persons, any information obtained in the course of their duties without the permission of the permission of their Head of Department.


Diversity and Inclusion

Salary: circa £50,000 - £55,000

We understand the benefits of employing individuals from a range of backgrounds, with diverse cultures and talents. We aim to create a work- force that: • values difference in others and respects the dignity and worth of each individual • reflects the diversity of the nation that the Church of England exists to serve • fosters a climate of creativity, tolerance and diversity that will help all staff to develop to their full potential. We are committed to being an equal opportunities employer and ensur- ing that all employees, job applicants, customers and other persons with whom we deal are treated fairly and are not subjected to discrimination. We want to ensure that we not only observe the relevant legislation but also do whatever is necessary to provide genuine equality of opportunity. We expect all of our employees to be treated and to treat others with re- spect. Our aim is to provide a working environment free from harassment, intimidation, or discrimination in any form which may affect the dignity of the individual. Equal treatment amongst differing people from diverse backgrounds is one of the central precepts of the Church of England’s mission and theol- ogy. The Church of England values the richness which this equal treatment brings to the workplace. The Diocese of London is therefore concerned to avoid discriminating against any person.

Pension: The appointed person will be eligible to join the occupational pension scheme, which is currently 15% employer contri- bution and min 3% employee contribution

Health Insurance: Available after completing one year’s service.

Working Hours: 35 hours per week - Monday to Friday 9am to 5pm exclusive of Public Holidays. Season Ticket Loan: Staff are eligible to apply for an interest free season ticket loan.

Key Dates

The Diocese of London is being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG). To arrange a confidential briefing conversation please contact our advisor Jane Schofield ( MRG on 07355 093389.

Applications should consist of a CV and a covering letter.

Closing date for applications is midnight on 5th March 2023.

First stage interviews with MRG scheduled for w/c 6th March 2023.

First stage interviews with LDF scheduled for w/c 20th March 2023.

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