Records & Registrations Administrator
Salary £ 27,000 per annum (FTE)
Letchworth - Hybrid
Vacancy listed 14/05/2025
Application deadline 01/06/2025
Details
Join us in seeing our vision come to life, where living in Letchworth Garden City offers everyone the opportunity to flourish as part of a vibrant community, enjoy the best that both town and country offers, and benefit from easy access to nature with unrivalled facilities, culture, and support networks.   
 
We currently have an exciting opportunity reporting directly to the Head of Estates within the property team.  
 
Our Property Team are responsible for the active management of the Letchworth Garden City Estate. The overriding focus of the team is to efficiently steward and proactively manage the Foundation’s property assets to generate income, enhance value, provide excellent operational facilities and to ensure the estate is maintained to a high standard. The team is also central to the promotion of the Garden City and its economic growth and the delivery of the Foundations charitable objectives.
 
KEY RESPONSIBILITIES
 
  • administer the storage, documentation, and retrieval of the foundations legal and record files in line with GDPR guidelines.
  • ensure all correspondence/documents are filed electronically/in strong room as per Foundation processes & procedure
  • take care of the Foundations legal registration process, under the terms of the Scheme of Management and Lease
  • liaise with external solicitors, leaseholders, managing agents and other key stakeholders
  • assisting our Heritage & advisory team with non-registered owners, sending out appropriate  correspondence and updating records accordingly
  • provide general administration support to our Property team 
  • act as budget holder for the external document storage provider, Iron Mountain

SKILLS/EXPERIENCE REQUIRED

  • Previous experience in administration or record keeping; with an understanding and awareness of administration processes and document management procedures.  
  • Well organised and a methodical approach to tasks
  • Good level of customer service, communication and interpersonal skills
  • Good IT skills, experience working with Microsoft 365 in particular Outlook & Excel and SharePoint 
  • Access to own vehicle as there will be some requirement to travel between our Foundation premises in Letchworth
  • Some understanding of the property conveyancing process in particular matters relating to the registration of freeholds and responding to solicitors enquires would be ideal but not essential. 

OUR VALUES

Collaborative.  Evidence-based.  Inclusive.  Supportive. Impactful

We are a people business. We look for passionate people who will help us to meet our vision and values. Our values demonstrate our principles and guide our actions. We want our values to come to life through people’s experience of each other and the Foundation as whole - ultimately helping create a culture that ensures our commitment to achieving our vision and mission.

APPLICATIONS

Applications must include a CV and a covering statement/letter explaining why you are applying for the role.  Applications without a covering statement may not be accepted.

We are happy to discuss reasonable adjustments to the application process should you require these, please contact hr@letchworth.com
Interview date:  16 June 2025

Please note if we receive a large volume of applications for this role, we reserve the right to close the vacancy ahead of the published closing date.

EQUAL OPPORTUNTITIES 

Whether it is creating diversity in our services or building new teams, we care about our people and the opportunities they have. We are committed to equality of opportunity across our organisation.  At all levels we promote equality, ensuring our people are consistently treated in a fair and equal manner. 

SAFEGUARDING

We are committed to safeguarding and promoting the welfare of children, young people and adults at risk and expect all our colleagues to share this commitment.

FLEXIBILITY

We understand that you might need a little help balancing your work and home life.  Many of our colleagues work flexibly in many different ways.  Please feel free to talk to us about the flexibility you may need; we’re happy to explore what’s possible for you and the role.   

PERSONAL DATA

Letchworth Garden City Heritage Foundation (LGCHF) will only collect personal data relevant to the recruitment process and will process that data in compliance with the Data Protection Act 2018 / UKGDPR. Your personal data will only be shared with persons directly involved in the recruitment process, and LGCHF will retain your personal data for only as long as it remains relevant to LGCHF.  For further information please ask for a copy of our general recruitment privacy policy.  For information on your data rights, go to www.ico.org.uk.

 

 

Benefits

Every member of our team is valued, which is why we support them with a range of benefits to help them thrive both inside and outside of work.
Our benefits are grouped around three priorities – Health, Work life balance/time and Finances

Health:
Cash Health Plan
Cycle to work scheme
Employee Assistance Programme & Wellbeing resource
Smart Health 24/7 GP consultation

Time:
27 days holiday plus Bank Holidays (pro-rata for part time)
Holiday buy / sell scheme
1 day paid Volunteering Leave per year (pro rata for part time)

Finances:
Company Pension
Life Assurance
£220 Wellbeing Allowance per year
Electric Vehicle Scheme
Employee Discount Scheme
Discounts for our venues

Notes

Full time - 35 hours per week, however part-time working - minimum 28 hours per week will be considered, (salary shown is full time equivalent. )
Hybrid working - 3 days per week spent at our offices in Letchworth

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