Property Information Officer

5 Star Recruitment; Uxbridge; On-site; GBP 30,000 - 42,000; Full time

Job summary

Hillingdon Council is seeking a Property Information Officer to lead the capture, storage and governance of property records. You will oversee property data systems, ensure retention schedules are followed, and respond to internal and external information requests.

Collaborate with ICT, report to the Head of Property and Estates, and help maintain asset registers while developing processes to improve accuracy and accessibility of property information.

Qualifications

• Experience with property data management and records retention.
• Ability to advise on policies and documentation related to property data.
• Strong liaison skills with ICT and other stakeholders.
• Attention to data accuracy and compliance with legal requirements.

Responsibilities

• Act as the Council's property information officer and manage property data systems.
• Identify data processes to ensure all required property data is captured and recorded.
• Oversee retention schedules, data destruction, and asset register maintenance.
• Respond to property information requests from internal colleagues and external inquiries.
• Liaise with ICT to ensure the information system is fit for purpose.

Job description

About the job Property Information Officer

ROLE PURPOSE:

• To act as Hillingdon Councils property information officer, providing advice and guidance on the effective capture and storage of property records.
• To advise on policies, procedures and documentation, relating to the processing of property data.
• To ensure the Council meets its obligations with regards to the storage and register of land and building assets.
• To be responsible for the property information systems, data entry and reporting arrangements.
• To undertake generic property duties commensurate with the level of the post.

A. Job Description

1. Resident & Community Contribution

• To demonstrate understanding of the Councils Customer Care Standards and ensure that these standards are met in order to deliver the Council vision of putting our residents first.

2. People Management

• No direct supervisory responsibility however may be requirement to assist in induction and training of peers and new employees.

3. Operational Service Delivery

• To act as the Councils Property Information Officer.
• To be responsible for the development and maintenance of Councils property data systems.
• To identify and monitor data processes to ensure all required property data is captured and effectively recorded.
• To monitor compliance with the services retention schedules and to ensure that data remains up-to-date and is destroyed when necessary and in accordance with legal requirements.
• To oversee the establishment and maintenance of the property data and asset register systems.
• To process and respond to all requests for property information from internal colleagues and external enquiries.
• To liaise with ICT to ensure the property information system is fit for the purpose of managing property data and to assess the risks regarding the electronic storing of data.
• To provide reports as required to the Head of Property and Estates and other officers from the property information and finance systems.
• Responding to property enquiries and coordinating information for officers in an efficient and timely manner and meeting any agreed timescales.

4. Service Planning & Development

• Provide guidance and training to colleagues on the capture and storage of property data, including use of the property information system.
• Maintain knowledge of the current Team Plan and understanding of own contribution in order to ensure delivery of this plan.
• To demonstrate cost-consciousness and identify any cost-effective changes to own way of working.

6. Service Improvement

• The post holder will need to understand the functions of a wide range of services within the Council in order to provide advice and guidance on best practice and ensure property information is captured, stored and accessed effectively.
• To identify and suggest any improvements to current ways of working in order to deliver a more efficient and effective service for customers.

7. Contacts

• The post holder will be required to liaise with Property and Estates colleagues, Members and the public.
• The post holder will work with the Principal Surveyor and serve as the contact point for property data enquiries.

8. Additional Responsibilities

• Complete other reasonable tasks in order to fulfil role purpose or as instructed by management.

9. Key Performance Indicators

• Monitor compliance with the services retention schedules and to ensure that data remains up-to-date and is destroyed when necessary and in accordance with legal requirements.
• Oversee the establishment and maintenance of the property data and asset register systems.
• Process and respond to all requests for property information from internal colleagues and external enquiries.

B. Person Specification

COMPETENCIES - ALL ESSENTIAL

Residents and Community Focus

Putting Our Residents First'. Delivers the Customer Care Promise; is welcoming, helpful & polite. Engages, empathises and takes ownership. Gives clear information about service standards and timescales. Treats all customers and colleagues with dignity and respect.

Aware of Local Government purpose & Nolan principles including integrity, openness and honesty. Adopts a 'One Council' perspective on service delivery.

Accountability and Delivery

Plans, prioritise & organises workload to meet deadlines. Is quality orientated and accepts responsibility for outcomes (positive and negative).

Considers financial implications of service delivery. Cost-conscious, aware of budgetary controls and escalates decisions where appropriate.

Inspirational Collaboration

Engages with Council's vision and priorities and takes 'One Council' view. Actively listens and contributes to team meetings and decisions.

Takes responsibility for own development and wellbeing. Encourages constructive feedback and is self-aware of own strengths, wellbeing and development needs. Actively participates in learning activities and applies new knowledge and skills in the workplace.

Drives Change and Improvement

Solution focused, challenges existing practices and suggests new ways of doing things. Willing to try new things, accepts responsibility and learns from own mistakes.

Remains positive and engages with change and service improvement. Remains open-minded to new ideas.