Role Profile. C248a. Grade H. Not required. Band/Band Range- (for career grades) Job Title Senior Asset Registrar Job No.

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1 Role Profile Job Title Senior Asset Registrar Job No. (Office Use) C248a Band/Band Range- (for career grades) Grade H Directorate Corporate Support Department Finance Assets and Efficiency Division Capital & Assets Section Strategic Property Reports to (Job Title) Strategic Property Manager Competency Job Type Professional Suitable for Job Share (Y/N) Yes If No reason Location Civic Centre Shift Pattern CRB check required Not required Page 1 of 6 Updated on

2 Job Purpose Provide a comprehensive property asset, and Terrier information service and oversee the provision of Local Street Gazeteer and Street Naming service for the Council, covering data relating to statutory surveys and valuations of all land and property owned and leased by the Authority. Lead on the management, development and expansion of the Authority s property asset data recording systems to support delivery of the service plan key objectives. Lead the team s responsible for: Developing and operating management systems reporting on timetables, work allocation and progress on commercial lease renewals and rent reviews for the let estate, management and maintenance of all Council property related records in both hard and electronic versions. Developing and maintaining the Authority s corporate Land and Property Gazetteer and Local Street Gazetteer Provision of the Authority s Street Naming and Numbering service Decision Making The post holder is bound by statutory legislation, within firmly established policies and procedures and reports to the Strategic Property Manager via annual performance appraisals, six monthly reviews and various meetings to update and discuss complex problems and contentious issues which may be politically sensitive, issues of priority or workload issues. Required to keep abreast of legislative changes and transfer these changes into updating the system in a format that fits the business requirements, creating reports for senior management for future decisions to be taken. The post holder must seek to improve the systems where possible and therefore will be required to think about the future implications of their suggestions and actions Responsible for investigating and planning new module procurement as necessary to ensure that information systems and procedures continue to be compliant. Page 2 of 6

3 Accountabilities Project management of Technology Forge (20%) o Day to day project management to ensure efficient running of systems, including scoping out any new modules required and managing their implementation o Responsible for data within this system relating to survey data, lease data and other property data. o Produce reports and management data relating to assets i.e. leasing arrangements, use/status of buildings and holds data relating to all legislative health and safety statutory surveys, including asbestos surveys, disabled access, legionella, fire safety and gas safety. The information is then used by senior management to make strategic decisions regarding the Authority s assets. o The post holder will be the System Registrar of this networked software in terms of audit, access rights and other housekeeping functions. Line Management (20%) o Lead and manage the Property & Asset Registration Service, comprising of a team of 6 members of staff who provide extensive asset and land ownership information as well as legal deeds management. Also manage the team providing the statutory National Land & Property Gazetteer and Street Naming & Numbering service for the Authority. Maintain the Department s digital mapping and asset management software systems holding details of ownership, statutory surveys and legal obligations. Maintenance of core property data (10%) o Advise Finance regarding acquisition and disposal of assets in order to maintain the Authority s Financial Asset Register. There are approximately 3,000 assets recorded on the system, plus other data such as leases, surveys, photos and plans and is linked to other software Lease data management (15%) o Manage information for the Authority s let property portfolio in respect of forecasting lease renewals and rent reviews for the commercial estate. Forecasts are fed into the Estate Surveyors team to ensure reviews are not missed causing loss of revenue o Work closely with and provide information and evidence to Internal & District Auditors on request, to ensure the asset management systems meet with the Authority s strict financial audit requirements. Survey data, system functionality and compliance (10%) o Managing data and information systems on a daily basis and assessing/confirming compliance for holding data in respect of disability access, asbestos, condition, legionella, lease data on behalf of the Authority GGP (Digital Mapping database) (10%) o monitoring overlays relating to ownership and other property data Other Activity Undertake property review work, contribute to and provide monthly management reports (10%) Quality Assurance in line with the Department s accreditation status (5%) Undertake other duties appropriate to the grade of the post. Page 3 of 6

4 Demands Concentrated attention is required in order to manage staff, complete reports and statistics and develop systems and processes to support business requirements. Mental concentration required in respect of managing and collating large amounts of data with attention to detail to ensure accuracy Working to deadlines is a key element of the role, occurring on a daily basis to manage the demands of the role switching from one task to another at short notice. There will frequently be conflicting demands with more than one person requiring attention at the same time and the post holder will be required to plan and prioritise a number of different projects at the same time to ensure that key outcomes are met Working Conditions The post holder is office based with minimal exposure in this role to any verbal abuse from members of the public. There will be a requirement to occasionally undertake site visits which may be in adverse weather conditions. Page 4 of 6

5 Experience, Knowledge and Qualifications Essential Relevant degree or on the job experience Extensive experience of the following : o Managing complex Asset Management software database systems o Geographic Information Systems and related data reporting o Managing and supervising a team in a property related environment o Knowledge of, and an ability to understand and interpret property related legal documents Knowledge and experience of land ownership principles Experience of providing property information relating to statutory and business requirements Experience of supervising staff Knowledge and experience of Information Technology in relation to managing complex databases Experience of using experience, including creating overlays and related databases, data population and reporting Broad general knowledge of the Authority s assets i.e. property and land Desirable Certificate in Management or Supervisory Award Internal Quality Auditors Certificate Experience of working to ISO 9002 Quality Procedures Experience of working in a Surveying Office Understanding of Best Value and performance monitoring issues Skills and Technical Competencies Required to interpret legal documents in order to transfer information to data systems and provide to third parties and to organise, prioritise and programme the workload of teams IT skills required with keyboard and mouse dexterity for technical digitising of mapping software and the ability to create and analyse spreadsheets and databases Developed communication skills to interact regularly with staff, senior management, other local authorities, external property consultants and public organisations communicating facts, figures, reports and statistics Planning skills required for weeks or months ahead to manage a team and the workload of the post holder and team members. The ability to plan and deliver change management programmes Page 5 of 6

6 Corporate Standards Act at all times in accordance with appropriate legislation and regulations, codes of practice, the provisions of the council s constitution and its policies and procedures. Work within the requirements of the Councils Health and Safety policy, performance standards, safe systems of work and procedures. Undertake all duties with due regard to the corporate equalities policy and relevant legislation. Page 6 of 6

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