Team Administrator

Posted 10 days agoExpires in 5 days
Church House Guildford, 20 Alan Turing Road, Guildford
Fixed Term Full Time

This is an exciting time in our diocese, with the launch of the vision of a Transforming Church, Transforming Lives in 2016 leading to significant new missional energy in many of our churches, chaplaincies and schools. It’s been especially encouraging to witness the development of around 80 new worshipping communities since the launch, including four major projects in areas of new housing.

Over the past eighteen months we have moved our diocesan teams into new, attractive, open-plan offices on the University of Surrey Research Park; and more recently we have embarked on a major review of the services we offer, seeking to ensure that our diocesan strategy gets well embedded, that our resources are efficiently managed, and that Church House Guildford is genuinely scratching where the parishes are itching.

We’re now looking for an Administrator or PA to provide well organised administrative, secretarial and PA support to our new Operations Team, specifically supporting a small group of senior managers.

  • To build and maintain a close working relationship with senior managers in the team, to be able to alert managers to emerging issues and to work collaboratively in resolving them.
  • To provide high quality support to the Senior Managers in the team; creating agendas, writing and distributing detailed minutes, flagging actions as required, prompting other PAs and Team Administrators for relevant paperwork in good time before meetings and creating documents using MS Office.

  • To provide a comprehensive, efficient and effective diary management service – often managing conflicting priorities in a busy and demanding environment, where appointments are subject to constant change. This includes organising and scheduling meetings, calls, conferences and events, ensuring the required rooms, equipment and hospitality are organised.

  • To ensure all relevant documentation for meetings/conferences is provided in a timely manner i.e. allowing managers sufficient preparation/review time.

  • To manage all calls, correspondence and e-mails, using your initiative and where possible drafting responses or redirecting issues/queries. Ensuring at all times that internal and external callers and correspondents are presented with a positive image of the Diocese of Guildford.

  • To co-ordinate logistics such as travel, accommodation, hotels and hospitality ensuring that all bookings are made within the parameters set by DBF policy.

  • To be flexible, willing and enthusiastic in contributing to ad hoc projects which reflect the needs of the team.

  • To be a collaborative member of the administrative team and provide support where necessary.

  • To deputise for the PA to the Diocesan Secretary / Office Manager, including supporting the office facilities management and welcome functions as required.

  • To undertake any other reasonable duties in line with your competencies as required.

Qualifications

Essential

  • Diploma level of education or equivalent, or equivalent professional experience, skills and abilities.

Desirable

  • Relevant professional qualification.

Experience

Essential

  • Solid experience as a senior PA providing a high level of support within a fast-paced working environment.
  • Experience of pro-actively managing correspondence at a senior level, being able to prioritise information for review and responding confidently and effectively when required.
  • Experience of working as a key member of a team demonstrating excellent interpersonal skills and a collaborative style of working.
  • Experience in handling highly confidential information with tact and sensitivity.

Desirable

  • Experience of helping to deliver change within an organisation.

Knowledge

Essential

  • Confident in the use of technology with adaptability to work with new equipment, software, systems and processes.

Desirable

  • Understanding of the Church of England and its structures.

Skills

Essential

  • Exceptional written and oral communication skills including the ability to articulate effectively and adapt your style to suit different audiences.
  • Advanced IT skills, including excellent knowledge of PowerPoint, Excel, Word, Outlook and file management systems.
  • Proven organisational skills with superb attention to detail and accuracy, using your initiative to plan and prioritise your workload and respond flexibly to rapidly changing and conflicting priorities.

Desirable

  • Able to problem solve both operational and strategic issues through a pragmatic and commercially sound approach.

The Diocese of Guildford covers the western two-thirds of Surrey and a significant area of north-east Hampshire. It also includes one parish in a London borough and one in rural West Sussex. In the north-east, it is largely suburban, but moving south and west, there are a number of distinct towns and numerous villages. The south-west has a more rural feel to it, but the north-east is largely suburban. The population is just over a million, rising in line with the national rate.

The Diocese has two archdeaconries, each with six deaneries, and a total of 161 parishes.A great deal of the work of the church is done at a local level by the parishes. The diocesan teams support and encourage the work of the parishes, and also work with wider networks to the mutual benefit of the church and society at local, regional and national levels.

Transforming Church, Transforming Lives is the vision of the Diocese of Guildford, launched in September 2016 following a long period of prayer and consultation. It envisages individuals and church communities open to the transforming work of God’s Spirit in their own lives, and so becoming agents of Christ’s transformation to the world around them.