Personal Assistant

This job has now expired
Horndon-on-the-Hill, Essex
Fixed Term Full Time
£27,000 per year

The Diocese of Chelmsford is the second largest in the Church of England. It covers the whole of the County of Essex and the five East London Boroughs. The Diocese is divided into three Episcopal Areas, each one led by an Area Bishop.

The Bradwell Area serves mid and south Essex including the unitary authorities of Southend and Thurrock and has a population of just under 1m people. There are 175 churches in 137 parishes and 50 church schools in the Area.

The Area Bishop’s responsibilities include the care of the clergy (and their families) and other ministers in this Area; the sponsoring of ordination candidates; the ongoing oversight of the parishes and their clergy; and the maintenance of links with a range of secular organisations in his Area. Area Bishops typically also hold national responsibilities.

Are you a Personal Assistant with a real passion for Administration and Organisation?

Due to the maternity leave of the current post holder, we are offering an exciting opportunity for an experienced Personal Assistant with a passion for organising with accuracy and precision on a six month fixed-term contract.

The Bishop’s PA will ensure the efficient, smooth and collaborative running of the Bishop’s activities which are pivotal to success in his ministry. This busy role would suit you if you have resilience and the ability to cope in a reactive and demanding environment where you will be responsible for the running of the Bishop’s office, its administration and finances.

The ideal candidate will be confident, professional, positive, and unflappable in person. Due to the nature of this role, there is an ever-changing workload and you will need to be able to prioritise with ease, operating several steps ahead at all times. Ideally we would like you to be available from the end of June in order to receive full support with learning your new role.

Interviews will be held on Tuesday 4th June 2019.

The rewards of this interesting and varied role include a competitive salary package, a 35 hour working week for work-life balance, a minimum of 25 days holiday and an attractive pension scheme.

The Role :

  • To oversee and provide administrative and secretarial support for the Bishop to enable him to fulfil his Episcopal ministry in the most effective way possible both in and beyond the Diocese
  • To organise, co-ordinate and oversee the Bishop of Bradwell’s office and diary
  • To carry out core administrative processes affecting the Area Bishop’s Staff Team, Area Core Team and Area Dean Team
  • To ensure an efficient and welcoming system for all enquiries to the Bishop. To welcome all who visit the bishop, giving assistance with simple hospitality where appropriate
  • To ensure strictest confidentiality in dealing with personal information and sensitive matters and maintain a comprehensive and confidential filing system, databases, and other records in compliance with the Data Protection Act

Main Tasks

  • Dealing with word-processing material supplied by the Bishop
  • Managing, in conjunction with the Bishop, the email inbox for the Bishop of Bradwell address
  • Acknowledging, and dealing with, if appropriate, incoming correspondence and emails in the Bishop’s absence
  • Responsibility for the management of the finances – the Church Commissioner’s budget and other financial matters relating to the Bishop’s ministry
  • Handling the pastoral implication of Clergy Discipline Measure processes, in conjunction with the Archdeacons and Bishopscourt
  • Supporting the sponsoring and selection process of Ordinands
  • Assisting in the preparation for the Priest’s Ordinations
  • Booking in yearly interviews with title post clergy in their first and third years
  • Arranging Deanery Confirmations with Area Deans and the Liturgical Adviser
  • Overseeing the management of the Bishop’s Diary, including arranging all appointments, travel arrangements, formal and informal social events, meetings etc.
  • Clergy Appointments and movements
  • Issuing draft notices of appointment, departure and retirement, to the Bishop of Chelmsford’s Office
  • Processing and issuing Authorised Lay Preacher permissions and renewals
  • Processing the Permission to Officiate applications
  • Processing transfer of Readers/Licensed Lay Ministry(LLM) licences both internal and external and carry out all necessary safer recruitment procedures
  • Facilitating effective communication
  • Maintaining files
  • Ensuring that the telephone is answered promptly, efficiently and politely
  • Assisting in arranging official hospitality by the Bishop, as required
  • Responding to a wide range of enquiries in a warm and friendly manner
  • Attend and support meetings, social events and services as appropriate
  • To oversee the monthly production of the Area newsletter
  • To oversee the maintenance of the Clergy database
  • Providing the administration for Bradwell area events as reasonably required, working with others as appropriate

Management of Bishop’s Office

  • Ensure good working practice in administration and to help create a professional environment appropriate to the work of the Bishop and the Church
  • To oversee maintenance and improvement of information retrieval systems and archiving where necessary
  • To operate a system to manage the Bishop of Bradwell’s papers, correspondence etc.
  • To oversee the maintenance of office supplies and equipment, including computer systems
  • To work collaboratively to ensure warm and effective arrangements for the Bishop’s ministry to clergy

The requirements :

Essential

  • High quality administrative skills
  • Educational attainment to ‘A’ level or equivalent qualifications or experience
  • Competent in the use of computers and confidence in an increasingly electronic office environment using e-mail and diary management systems
  • Outstanding written communication skills, including very high level of attention to detail
  • Good communications skills, especially in receiving and relaying messages
  • Ability to develop and maintain good relationships with a wide range of people including those working in a voluntary capacity
  • Deal in a confident, welcoming manner with telephone callers and visitors, with patience and diplomacy
  • Deal confidentially with personal information and sensitive matters including being meticulous with the handling, filing and security of personal information
  • Work flexibly and collaboratively
  • Work on your own, at times under pressure
  • Be comfortable working within appropriate confidential boundaries
  • Propose and take on initiatives leading to improved administrative outcomes
  • Undergo training courses and attend day seminars as needed
  • Collaborate with other colleagues in other offices to establish best practice

Desirable

  • A full driving licence and use of their own car with insurance for business purposes
  • Some understanding of the Church of England, its structures and organisation

We in the National Church Institutions support the mission and ministries of the Church all over England. We work with parishes, dioceses (regional offices), schools, other ministries and our partners at a national and international level.

Excellence, Respect, Integrity

We follow these three values in everything we do, whether we are of Christian faith, another faith or no faith. To learn more about working for National Church Institutions and our benefits, please click here

As we are a member of the Armed Forces Covenant, we welcome all applications from those you have served in our Armed Forces and their families

We are committed to building a culturally diverse workforce. As part of this commitment, we welcome applications from people, regardless of their background. As a Disability Confident committed employer, it is important to note that there may be occasions where it is not practical or appropriate to interview all disabled applicants who meet the minimum criteria* due to high volume. We limit the amount of interviews conducted to five applicants per open post we advertise.

*Where applicable depending on post requirements.