Job Description

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Description

The Property & Estates Officer is responsible for the day-to-day management and administration of the College's investment properties and Estates Office. This is a customer-facing role that handles critical relationships, dealing with senior stakeholders from the College and University, as well as Professional Consultants and Commercial/Agricultural tenants.



The role sits within the Estates Office, and works closely with the Property Director and the Estates Bursar. Responsibilities are split as follows:Property Director: Responsible for the College's operational and investment properties, chattels, and the maintenance of the buildings, grounds and gardens. (90%) Estates Bursar: Responsible for the management of the College's finances, the Accounts Team, and the College's non-property investments. (10%)
This is an on-site role, with the option to apply for hybrid working after successful completion of a 6-month probation period, where eligible staff can work from home up to 2 days per week.###

Main duties

General:

Manage day-to-day landlord and tenant property issues across commercial, agricultural, and residential lettings Manage the daily operations of the Estates Office Collate and finalise papers for College Committees and the Governing Body Set up hybrid meetings for Committees and occasionally taking minutes at Committee meetings Check invoices against quotes, obtaining authorisation and ensuring they are processed for payment Manage relevant data using the appropriate spreadsheets; Maintain property management records Maintain the Chattels database Manage the routine business of the Estates Office when the Property Director and Estates Bursar are absent Organise Committee and ad hoc meetings for the Property Director and Estates Bursar, including travel/accommodation arrangements as required

Property management:

Responsible for managing relationships with tenants, responding to tenancy issues [repairs, health & safety, financial and legal matters] either with tenants directly, or via the College's retained consultants. Escalate to the Property Director as required Carry out all administration associated with the day-to-day management of the College's operational and investment properties, including providing administrative support on repair and development projects Prepare and issue commercial rent invoices totalling 4m per annum and service/recharge invoices plus full credit control. This will require checking lease documents, rent review memoranda and correspondence relating to rent concessions or rent deposits and then instructions on the preparation of invoices to the Accounts Department. Deal with all queries concerning property ownership Manage the Seals Register and the filing of all Legal Documentation concerning College property Liaise with a range of professional consultants on behalf of the Property Director Close liaison with the Maintenance Department, Groundskeeper, and Gardener

Other responsibilities:

Administer the Private Health Care Scheme offered to Fellows and Senior Staff at renewal, and as eligible Fellows/staff leave or join throughout the year Administer the College Insurance Policies at renewal and as required throughout the year Provide administrative assistance to the Estates Bursar as required for activities such as the Annual Declaration of interests, Conflicts and Related Party Transactions, and Authorised Signatory List Manage the Estates Office mailbox, prioritising and organising tasks using flags and categories, as well as and the shared calendar Ensure committee meetings are added to the Property Director's and Estates Bursar's calendars at least 6 months in advance to enable them to manage their commitments effectively. This includes holding spaces for both College and University committees, both of which the Estates Bursar needs to attend Maintain open communication with all departments Any other appropriate tasks as requested by the Estates Bursar, Property Director, or other College Officers


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Person specification

Essential criteria: key skills, knowledge, and experience essential to performing the role:

Experience of management of either residential or commercial property, including dealing with tenants and all the related day-to-day issues that arise, e.g. repairs, insurance, rent invoicing and arrears, fire alarm checks and utilities Experience of communicating with tenants, professional advisers, utility companies, local authorities and others in relation to property matters A high level of personal organisation, accuracy, and ability to prioritise Possess excellent interpersonal skills and able to demonstrate tact and diplomacy Strong oral and written communications skills Good standard of written English Excellent IT skills, including a high level of competence in Microsoft 365 package including Teams, Outlook, Word, Excel, SharePoint, One Drive, and MS Forms Able to demonstrate a high level of confidentiality and professionalism Ability to exhibit personal initiative, be flexible, and show discretion Highly numerate, comfortable with working with figures and spreadsheets

Desirable criteria: additional skills, knowledge, and experience that would be beneficial:

Experience of taking minutes Being able to review tenancy agreements to identify landlord and tenant responsibilities
Please note that the appointment of the successful candidate will be subject to standard pre-employment screening, as applicable to the post. This will include right-to-work and the receipt of satisfactory references.

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Benefits

As well as becoming a valued member of our friendly community, and working in beautiful historic surroundings, we also offer the following benefits:

Meals

- A free meal is available when on duty and the kitchen is open.

Holiday

- A generous annual leave entitlement of 38 days per year (pro rata for part time posts), which includes all Bank and Public holidays.

Pension

- On joining the College you will be automatically enrolled into either the Oxford Staff Pension Scheme ("OSPS") or University Superannuation Scheme, ("USS") as applicable.

Employee Assistance Programme

- 24/7 access for you and your spouse/partner to a broad spectrum of services, including Health Management, Online and Face-to-Face Counselling, and Debt Management. Practical information and advice can also be accessed on all common topics, such as Consumer, Legal, Finance, Housing, Benefits, Family.

Bus Ticket Loan

- You may, on the completion of your probation period, be entitled to receive an interest-free loan to enable you to purchase an annual season ticket for travel by bus, with a discount of 5% on the overall cost.

Personal Development

- Staff are encouraged to develop both professionally and personally and the College supports employees to develop their skills and improve their performance throughout their time with the College.

Family-friendly policies

- The College has a range of family-friendly policies in place, including parental and family leave, and flexible working.

Childcare Services

- Open to University and College Staff and Students, the University owns a number of nurseries and has places at a number of Community nurseries which employees can apply for.

Oxford University Discounts

- College staff will receive a University card which provides the following discounts: + Free entry to Oxford Colleges and libraries
+ 10% discount in some University shops.
+ Free access to the University Botanical Gardens and Harcourt Arboretum.
+ Discounted computer software from the University Computing Service.

Access to Sports Facilities and Punt Hire

- Staff may use the College's sports facilities and sign up for punt hire during the summer period for a small fee. Staff can also sign up for free to the University Club and use the University Sports Centre on Iffley Road at discounted rates.

Library

- College staff have access to the Meyricke Library, open 24 hours a day.

Eye Test/Glasses Reimbursement

- a free eye test and a glasses contribution are offered for staff that are regularly display screen equipment (DSE) users and who have been advised they need glasses for DSE use.

Flu Vaccinations

- a yearly flu vaccination scheme where staff not otherwise eligible to receive a free vaccination can obtain one at the cost of the College.

Staff Entertainment

- The College arranges social events including coffee mornings, quiz nights, staff summer and Christmas party as well as a children's Christmas party.

Electric Vehicle Salary Sacrifice Scheme

(subject to earnings criteria) via Tusker.

Cycle to Work Salary Sacrifice Scheme

- also recently launched provided by Green Commute initiative.

Secure Bike Parking

- bikes can be locked away securely on site. On site

Gym

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Multifaith Room

- available for staff and students.

Discounted Guest Rooms

- Staff may book a guest room at Jesus College at a discounted rate, subject to availability and terms and conditions.


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About Jesus College Oxford

Jesus College combines academic excellence in teaching and research with an informal, vibrant, and supportive community. We currently have 400 undergraduates, 300 graduates, 110 Fellows, 50 lecturers and 90 support staff . Over 5,300 Alumni are in touch with the College, spread across 84 countries. Over 800 of our Old Members came back to College in the last twelve months and we hope that that number will continue to rise.