Support and Property Administrator - Archdiocese of St Andrews & Edinburgh

Archdiocese of St Andrews & Edinburgh

Support and Property Administrator

Location: 100 Strathearn Rd, Edinburgh, EH9 1BB

Hours: Full time, 35 hours a week, Mon- Fri

Salary: Circa £26k (dependent on experience)

Purpose of the Role

To provide high-quality administrative support across property, facilities and health and safety activities within the Archdiocese of St Andrews & Edinburgh, while also contributing to the effective operation of the Curia and Gillis Centre. The role supports the management of the Archdiocesan property portfolio, insurance and compliance processes, and parish property matters, ensuring accurate records, effective communication and high standards of customer service across all areas of responsibility.

Main Responsibilities

General Administration and Support

• Provide reception, telephone and visitor support, ensuring a professional and welcoming service.
• Manage incoming and outgoing post, deliveries and general enquiries.
• Support the administration of meetings, events and hospitality arrangements.
• Assist with the day-to-day operation of the Curia and Gillis Centre.
• Provide administrative support and cover for members of the wider Support Team.
• Undertake additional duties and responsibilities appropriate to the role to support departmental objectives.

Property Administration

• Support the administration of the Archdiocesan property portfolio, ensuring records are maintained accurately and in a timely manner.
• Assist with the annual insurance renewal process, including gathering required information and responding to queries.
• Support parishes with property-related insurance claims and associated administration.
• Maintain accurate property records, databases and documentation, including property ownership registration records.
• Assist parishes with applications for property repair, maintenance and development projects, liaising with local authorities, contractors, utility providers and other stakeholders as required.
• Support VAT reclaim applications relating to property works.
• Assist parishes with grant applications.
• Provide administrative support in relation to utility contracts, queries and supplier communications.

Health and Safety Administration

• Support the administration of health and safety processes across the Archdiocese.
• Coordinate and monitor health and safety training requirements and compliance activities.
• Communicate guidance, policy updates and training requirements to parishes.
• Maintain accurate health and safety records and documentation
• Monitor the completion of Health & Safety risk assessments and associated actions.
• Liaise with external health and safety advisers, compliance providers and contractors as required.
• Support the coordination of routine inspections and compliance-related activities across the property portfolio.

Records, Compliance and Continuous Improvement

• Maintain accurate electronic and physical records, ensuring information is stored and managed appropriately.
• Utilise cloud-based document management and shared storage systems to maintain effective document control and accessibility.
• Contribute to the continuous improvement of administrative processes, systems and procedures.
• Ensure all activities are undertaken in accordance with Archdiocesan policies and relevant regulatory requirements.

What We're Looking For

Essential

• Strong administrative experience within a busy office environment.
• Excellent organisational skills with strong attention to detail and accuracy.
• Ability to prioritise workload effectively and manage competing demands.
• Strong IT skills, including proficiency in Microsoft Office applications, particularly Excel.
• Excellent interpersonal, customer service and communication skills, both written and verbal.
• Proactive and flexible approach to work, with the ability to work independently and as part of a team.
• Ability to build effective working relationships with colleagues, contractors, parish representatives and external stakeholders.

Desirable

• Experience working with cloud-based document management and shared storage systems.
• Experience within a property, facilities management, charity, religious organisation or similar environment.
• Administrative experience supporting property, facilities, health and safety or compliance related functions.
• Experience supporting insurance administration and claims processes.
• Knowledge of grant application processes and funding requirements.
• Hospitality, events or visitor services experience.
• Understanding of health and safety compliance requirements and associated administrative processes.

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