Property Information Officer

Company
London Borough of Enfield
Date Posted
3rd August 2018
Reference
RQ318123
Sector
Public Services and Administration
Location
London
Benefits
Inside IR35
Salary
£12 to £18 Per Hour
JOB ROLE PROFILE AND PERSON SPECIFICATION

 

Post Title and Number: Property Information Officer__

 

Present Grade: Scale 6____ Dept: FRCS___

 

Service/Section/Team: Property Services     

_

Reports to (title): Principal Property Information Manager/ Senior Information Manager

 

 

Purpose of the Role:

 

The Property Information Officer is a multi-skilled individual, technically competent to perform the variety of tasks that determine the outputs of the Property Information Team.

 

The Property Information Officer is responsible for the accurate inputting, review and updating of all property information held by the Property Information Team, comprising the information held in the Property Asset Management System, and also the mapping and graphical systems, etc.  From the information held they will compile a variety of reports to provide influential Management Information for the Council’s own use, and for other operational and strategic purposes.

 

Additionally, the Property Information Officer provides a customer-focussed enquiry response service for the Council, its agents and contractors, facilitating the day-to-day work of Strategic Property Services and other departments. They also provide factual property information to others relating to any real estate that the Council owns, or has an interest in, including; the government and its agencies, businesses, residents and the general public. This may be by telephone, face-to-face, written responses, data extracts, annotated maps, or any combination of these.

 

Similarly, the Property Information Officer will pro-actively contact officers within the Council and external organisations to gather property information for benchmarking and other purposes.

 

The Property Information Officer will also take responsibility as directed for; specialist property-related technical tasks including those relating to legal processes, particular research projects, various aspects of developing better information management procedures, etc.

 

 

 

Dimensions including Structure Chart:

 

  1. Annual budgetary amounts with which the role is either directly or indirectly concerned:

 

The Property Information Officer will not normally be directly responsible for budgets.

 

 

  1. Structure Chart:

 

See attached chart.

 

 

  1. Number of direct reports:

 

The Property Information Officer will not normally be directly responsible for staff, except in guiding and overseeing the work of temporary staff allocated to their area of work.

 

 

  1. Nature of reporting relationship between post holder and line manager

 

The Property Information Officer will report to the Principal Property Information Officer/ Senior Property Information Officer. Personal objectives will be set annually and formally reviewed mid-year. Informal reviews will occur more frequently, typically fortnightly.

 

The Property Information Officer is expected to resolve day-to-day issues by drawing on their personal knowledge and experience of their areas of expertise, also to pro-actively propose improvements to systems and procedures for approval of the line manager.

 

 

  1. Any other relevant statistics

 

The capital value of the Council’s property assets is estimated at circa £1.3 billion. They comprise of approximately 800 ‘General Fund’ assets and 11,000 ‘Housing Revenue Account’ assets. This translates into the corporate need to hold, maintain and report from, millions of items of property data, for financial, health & safety, legislative and other purposes.

 

 

Key Accountabilities:

 

Insert the most important and frequent accountabilities first.

 

(You are not restricted to eight accountabilities)

 

Accountabilities

  1. Operation of the corporate Atrium Asset Management System, including; accurate inputting, review and updating of all property information, data extraction and the production of Management Information and other reports.

 

  1. Provide responses to internal requests for information, including providing mapping and graphical services, so as to facilitate the work of Strategic Property Services and others. Also, provide factual property information to external enquirers relating to any real estate that the Council owns, or has an interest in.

 

  1. Undertake specialist technical property-related tasks, including those relating to legal processes.

 

  1. Undertake property-related research projects, and data analysis exercises, as directed.

 

  1. Any other duties reasonably requested by management.

 

  1. Carry out all accountabilities in compliance with the Council’s Policies and Procedures.

 

 

 

Key Relationships (Internal and External):

 

  • Professional and technical staff at all levels
  • Corporate IT and external specialist software suppliers
  • Land Registry
  • Solicitors
  • Other Councils
  • The General Public
  • Developers / Agents / Landowners / Tenants / Leaseholders
  • Professional Bodies
  • Government Departments and Agencies
  • Community groups and representatives
  • Business Community

 

 

Equality and Diversity:

 

The Council has a strong commitment to achieving equality in its service to the community and the employment of people and expects all employees to understand, comply with and promote its policies in their own work.

 

 

Health and Safety:

 

The post holder shall ensure that the duties of the post are undertaken with due regard to the Council’s Health and Safety Policy and to their personal responsibilities under the provisions of the Health and Safety at work Act 1974 and all other relevant subordinate legislation.

 

For a more detailed definition of these responsibilities, refer to the current versions of the Corporate Health & Safety Policy, Group Safety Policy and employee information leaflet entitled "Health & Safety Policy; Guidance on Staff Health & Safety Responsibilities".

 

Corporate Health and Safety Responsibilities

All employees have personal responsibilities to take reasonable care for the health and safety of themselves and others.  This means:

 

1.        Understanding the hazards in the work they undertake;

2.         Following safety rules and procedures;

3.        Using work equipment, personal protective equipment, substances, and safety devices correctly; and

4.        Working in accordance with the training provided and only undertaking tasks where appropriate training has been received.

 

Employees shall co-operate with the Council by allowing it to comply with its duties towards them.  This requires employees to:

 

  • take part in safety training and risk assessments and suggest ways of reducing risks; and
  • take part in emergency evacuation exercises.

 

Employees shall report all accidents, ‘near miss’ incidents and work related ill health conditions to their manager/supervisor/team leader.

 

Employees shall read the Corporate Health & Safety – Organisation Part B Policy to ascertain and understand their responsibilities as an employee, line manager, Assistant Director or Director of the Council.

 

Information Security:

 

In order to protect the confidentiality, integrity and availability of Council information, including information provided by customers, partner organisations, and other third parties, where applicable, employees will comply with the Council’s Information Security Policy.

 

 

Statement of Commitment to Safeguarding of Children and Vulnerable Adults through safer employment practice:

 

Enfield Council is committed to safeguarding and promoting the welfare of children and vulnerable adults. Safe recruitment of staff is central to this commitment, and the Council will ensure that its recruitment policies and practices are robust, and that selection procedures prevent unsuitable people from gaining access to children, young people and vulnerable adults.  All staff employed to work with or on behalf of children and young people in the Council must be competent.

 

All staff working with Children & Vulnerable Adults should be aware of, and share the commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults when applying for posts at Enfield Council.

 

 

PERSON SPECIFICATION

 

Job Title:       Property Information Officer                                             Grade:

 

Department:   FRCS                                                                                      Team:  Strategic Property Services

 

KNOWLEDGE, SKILLS & ABILITIES (You are not restricted to 2 criteria for each category)

HOW TESTED

Application – A

Test – T

Interview – I

Job Specifics –  Skills, Experience and Competencies

(In this section you should list between 4 and a maximum of 8 essential recruitment and selection criteria and 2 desirable criteria).  The information you provide in this section will be used in the recruitment application process to assess the suitability of job applicants.

 

Essential:

 

  1. Knowledge of property management, gained from a relevant OND/ ONC /Level 3 study course with a minimum of 3 years experience of working within an Estates Management or similar professional property-related environment.  Must be competent to interpret property information, regarding for example; ownership boundaries, status of tenure, landlord and tenant obligations, etc.

 

  1. Excellent IT skills, including proficiency in MS Office, particularly Excel, and in operating large databases and producing reports.

 

  1. Excellent mapping skills and experience with GIS systems, including determining ownership boundaries from Land Registry and property titles.

 

  1. Excellent literacy and communication skills, with the ability to communicate effectively in person, by phone, by correspondence and by graphical means, with professional and technical staff at all levels, building users, agents, developers and members of the public.

 

  1. Ability to work accurately and effectively and deliver to required Quality Assurance and Customer Satisfaction targets.

 

 

 

Desirable:

 

  1. A relevant HNC/ HND/ Level 4 qualification e.g. relating to land registry, mapping, property law, asset management, etc., and/or Advanced Level ECDL computing qualification.

 

  1. Experience of using MapInfo.

 

 

 

 

 

 

 

 

A + I

 

 

 

 

A + T

 

 

A + T

 

 

A + T

 

 

 

I + T

 

 

 

 

 

 

A

 

 

A + T

Knowledge*

 

1. Basic technical knowledge of managing property assets, including estate management, legal matters, landlord and tenant obligations, health and safety, maintenance and repairs, etc.

 

 

Qualification(s)*

 

1.  (Essential) A minimum of a relevant ONC/ OND/ Level 3 qualification.

 

2.  (Desirable) A relevant HNC/ HND/ Level 4 qualification.

 

3.  (Desirable) Advanced Level European Computer Driving Licence.

 

 

Other Special Requirements*

 

1.   Excellent IT skills.

 

2.   Ability to use and maintain large databases and produce reports.

 

3.   Excellent mapping skills.

 

4.   Excellent literacy and communication skills.

 

 

*If you want specific knowledge assessed to determine the suitability of a job applicant, or a specific qualification is required for the postholder to undertake the job role, or there is a special requirement that needs to be assessed, you must also include these requirements in the Job Specifics – Skills, Experience and Competencies section.

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