Estates Coordinator

Portsmouth, Hampshire
Diocese of Portsmouth

Are you a motivated professional with a knowledge of property management, including maintenance and health and safety compliance, with strong organisational and communication skills, looking for a role where you can make a real difference?

Join our Diocese Estates Team as Estates Coordinator, where you will have the opportunity to develop your knowledge through training, whilst working on a diverse property portfolio including Grade II listed historical buildings.

In this role, you will:

• Organise the Diocese and Estates team, by scheduling and instructing 5 yearly cycling building condition surveys (known as Quinquennial reports) and help the Building Surveyor(s) to prioritise remedial repair works initially on Parish properties and later School Diocesan properties.
• Enable positive relationships between the Estates team and Employees in the delivery of shared tasks by providing support to raised enquiries.
• Play a key role in organising the Estates Team to manage the Diocesan Estates Portfolio.
• Use triage to fully explore and deal with initial enquiries.
• Schedule building condition report inspections with external and internal Building Surveyors
• Contractor management Coordinate works to deliver value, meet quality and safety standards.

Location: This role is based at St. Edmund House, Bishop Crispian Way, Portsmouth, PO1 3QA. Some out of office hours and occasional travel may be required across the Diocese including the Channel Islands. You must have a clean valid driving licence and access to a vehicle.

This is an exciting time to join our friendly, busy, and supportive team as we implement our 10-year Mission Plan, shaping the future of our Diocese and the communities we serve.

Covering Hampshire, Berkshire, South Oxford, and the Channel Islands, our Diocese is home to 87 parishes and 50 schools, serving over 27,000 practising Catholics and supporting 32,000 children and their families. Our work is both challenging and deeply rewarding, offering the opportunity to be part of something truly meaningful.

Estates Coordinator – Job Description

Main Duties

Administration

• Play a key role in organising the Estates Team to manage the Diocesan Estates Portfolio.
• Use triage to fully explore and deal with initial enquiries.
• Co-ordinate urgent and minor works processes.
• Effectively communicate with internal and external stakeholders.
• Negotiate effective working practices between internal and external stakeholders.
• Be accountable for and maintain an excellent audit trail for each enquiry.
• Schedule building condition report inspections with external and internal Building Surveyors.

Repairs and Maintenance

• Contractor management Coordinate works to deliver value, meet quality and safety standards.
• Schedule contractors to carry out associated work.
• Assist with the management of minor works, repairs and maintenance.
• Assist with the management of site inspection actions.
• Assist with the responsible management of religious and listed buildings.

Residential Lettings and Hall Hire

• Assist Parishes in proactively managing income-generating residential properties and parish halls.
• Assist Parishes with managing agents so that rental properties are safe and achieve competitive rent.
• Liaise with managing agents to ensure that the best service is being provided.
• Assist Parishes with hall hire queries, coordinating the appropriate Estates Manager.

Governance and Compliance

• Ensure parishes comply with all relevant Diocesan policies.
• Assist with insurance claims and annually review the extent of insurance coverage.

Professionalism and values

• Uphold and promote the ethos and values of the Catholic Church.
• Work collaboratively with the Parish Team to ensure the Parish Priest remains supported.

Estates Coordinator – Person Specification

Essential

• Strong organisational and problem-solving skills, with the ability to manage multiple priorities.
• High level of proficiency in IT, including Microsoft Office and financial software.
• Knowledge of property management, including maintenance and health and safety compliance.
• Excellent communication and interpersonal skills, with the ability to engage with people at all levels across a variety of projects.
• Ability to negotiate improved shared working practices.
• Valid driving licence and access to a vehicle.

Desirable

• Professional property qualification
• Knowledge of the values and teachings of the Catholic Church.
• Experience working in a parish, charity, or non-profit organisation.
• Knowledge of safeguarding and data protection practices.

How to Apply

Please send a comprehensive and up to date Curriculum Vitae with a covering letter setting out your suitability for the role and motivation in applying. Please state Estates Coordinator in your cover letter title.

The closing date for applications is Sunday 17th August, at 10pm.

We encourage an early application as we may close this advertisement at our discretion before the date stated, if a high number of applicants apply.

You will be notified shortly after the closing date, should we wish to progress your application and invite you to an interview.

The Diocese of Portsmouth is an equal opportunities employer and welcomes applications from all who support the ethos and values of the Catholic Church.

You must have a valid UK Right to Work, as the Catholic Diocese of Portsmouth does not offer UK Visa Sponsorship.