Property Information Officer

Description

ROLE PURPOSE:

• To act as Hillingdon Council’s 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.

Resident & Community Contribution

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

People Management

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

Operational Service Delivery

• To act as the Council’s Property Information Officer.
• To be responsible for the development and maintenance of Council’s 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 service’s 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.

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.

Financial & Resource Management

• To demonstrate cost-consciousness and identify any cost-effective changes to own way of working.

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.

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.

Additional Responsibilities

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

Key Performance Indicators

• Monitor compliance with the service’s 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.

COMPETENCIES

• 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.