DoL - Residential Property Manager

DoL - Residential Property Manager

Residential Property Manager Candidate Information Pack

Introduction About Us Job Description Benefits Diversity & Inclusion Key Dates

Introduction

Dear Applicant, 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 Residential Property Manager is responsible for effectively and efficiently managing the performance of the LDF’s residential property portfolio. We hope that the following information provides greater detail regarding the Senior Property Services Manager appointment and that you may consider applying.

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 Middlesex. The area we serve is predominantly urban, although there are significant 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 forces, 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 development. 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

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

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

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

Job Summary

The Church of England Diocese of London is a geographic area roughly covering the area north of the River Thames and within the M25 motorway though just extending up to the River Lea in the east. The Diocese comprises circa 550 residential properties, 400 of which are Vicarages occupied by the Clergy and the remaining privately let. The Diocese conducts its financial affairs through a number of corporate bodies. The main body is the London Diocesan Fund (“LDF”). The LDF is a charity, the principal activity of which is to serve and support the parishes and people within the Diocese. It does this operationally through the payment and housing of parish clergy and support to their ministry. Our estate is subject to a range of ecclesiastical and charity property legislation. The Housing & Investment Property department oversees both the LDF’s circa £1 billion, 600-unit, London operational housing portfolio and the LDF’s circa £105 million mixed-use investment property fund. The purpose of this role is to effectively and efficiently manage the performance of the residential property portfolio, providing support and advice to parishes on property issues, ensuring that all properties fully support LDF objectives and the mission of the Diocese of London.

Principal Duties and Accountabilities of the Role • Maximise all opportunities to generate and increase rental income for the fund (currently £2.8million operational income) and minimise wherever possible void period of rental properties. Effectively manage service delivery (and rental income) via approved managing agents through regular daily communication and regular performance reviews. • 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. Including but 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 under the Value Linked Loan Scheme- in particular, the obtaining of formal approvals to purchase, sell or let properties. The frequent handling of queries about the ownership of property and in particular, in resolving boundary disputes with the assistance of reference to Title documents and research from the archives. • Reporting to committee: Prepare DFC business case reports for presentation to the Diocesan Finance Committee, and either presenting those cases at meetings 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 compliance of all lettings (via managing agents) to include gas safety, EICR, asbestos surveys, rent deposit scheme, EPCs HMO licencing and fire-safety works. • Identify, report and aim to resolve legal matters regarding property irregularities such as land ownership, boundary disputes, repair/maintenance liability, squatting, adverse possession. • Pre-vacation inspections: Make arrangements with outgoing clergy before they resign/retire to assess property condition, the future need for works, its long-term suitability and whether it ought to be let during the vacancy, issuing subsequent 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 properties to ensure an accurate record of occupant contact details is kept. Working closely with the team, seek out opportunities to improve process and work flows with a particular focus on tracking clergy moves and updating contact details. • Lettings: Seek the advice of appropriate letting agents and attend vacant property inspections to agree pre letting works or recommending 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 oversight of rental arrears, initiating possession proceedings where necessary. Deal directly with tenants when required to manage rent arrears collection. • Conduct periodic rent reviews and securing renewals on favourable terms. • Buildings insurance: Maintain regular contact with Ecclesiastical Insurance and PIB (brokers) over block policies providing cover for all our residential property and advising when properties are purchased, sold or transferred. Seeking refunds from PCCs, where agreed. • Maintain schedules of new rental properties and produce a detailed monthly vacancies report. Provide detailed updates for 6-monthly Archdeaconry reports (roughly one report per month for the 5 Archdeaconries). • Regularly review vacant property schedule, instruct weekly vacant property inspections (via security company) where appropriate and keep our brokers informed as properties become vacant and then reoccupied. • Maintain oversight of Special Arrangement Lettings (letting arrangements usually with local parishes for occupancy by parish staff) managed via letting agents. • Maintain and manage leased (not LDF owned) properties – those properties leased from other Landlords usually providing temporary rented housing for clergy including negotiating the best possible terms for the LDF and liaising with the finance team on rent payments.

• When necessary, working with our legal representatives, manage the process of gaining vacant possession of LDF property. • Provide information to relevant parties where required, including gathering historic and current property information and occupant details. Support the team wherever necessary with the provision of expertise and advice. • Provide an initial point of contact for Deserted clergy wives within the property Department. Work closely with the Bishops visitor in meeting their needs. • Consolidate smaller letting agents into the existing portfolio under the two (possibly three) main managing agents – support the Head of Housing in negotiating the best possible fee arrangements with our main agents. • 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 Administrator, Senior Property Services Manager and letting agents. • Proactively support parishes and be a point of contact for enquiries. • Undertake any other tasks willingly that are commensurate with the role. On occasion this may require working ad hoc additional working hours in ensuring that duties are fulfilled.

Person Specification Essential •

•

Demonstrates a good attention to detail.

Minimum 5 years of experience managing a similar size residential portfolio with a track record of developing the portfolio and managing it effectively on a day to day basis. • 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, AST’s and licence 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. • Confident with process handling of legal documentation such as title deeds, deeds of transfer. • Ability to work effectively under pressure often with conflicting priorities.

• Confident with frequent travel on public transport throughout the London Diocese. • Relevant qualification or accreditation such as IRPM or ARLA or equivalent.

Desirable •

Health & Safety qualification such as IOSH.

•

Knowledge of Trusts ad Charity Act Law.

•

Experience of dealing with Listed Buildings.

•

Knowledge of ecclesiastical 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-operate 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 deficiencies 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.

Benefits Salary: circa £50,000 Pension: The appointed person will be eligible to join the occupational pension scheme, which is currently 15% employer contribution 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.

Diversity and Inclusion

We understand the benefits of employing individuals from a range of backgrounds, with diverse cultures and talents. We aim to create a workforce 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 ensuring 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 respect. 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 back- grounds is one of the central precepts of the Church of England’s mission and theology. 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.

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 Stephanie Howe ([email protected]) MRG on 0203 962 9900. Applications should consist of a CV and a covering letter.

Closing date for applications is midnight on 19th June 2022. First stage interviews with MRG scheduled for w/c 20th June 2022. First stage interviews with LDF scheduled for w/c 4th July 2022.