Personal/Administrative Assistant

This job has now expired
Lambeth Palace, London
Fixed Term Part Time
£26681 rising to £28304 after probation (pro rata)

Lambeth Palace is a unique building of significant historical and global provenance. It is, first and foremost, the home of the Archbishop of Canterbury and his family, as well as home to a wider, diverse and thriving, residential community. It is also an office and the epicentre of the Archbishop of Canterbury’s ministry to the Church of England and the global Anglican Communion. It is a Grade I listed building comprising various listed buildings dating from the 12th to the 20th centuries, set within 10 acres of beautiful landscaped gardens. Fundamentally, the Palace seeks to be a place of contribution to the life of a 21st century church.

In support of the Archbishop’s ministry, the office at Lambeth Palace is made up of several interconnected teams – Anglican Communion, Chaplaincy, Communications, Correspondence, Ecumenical, Evangelism & Witness, Events, Facilities, Finance, Inter-Religious, Public Affairs, Reconciliation, Records - each providing pivotal, interdependent and essential support to the Archbishop to enable the effective delivery of the ministry to which he has been called by God.

Lambeth Palace is an exciting and vibrant ‘community of communities’. Working here provides an excellent opportunity to contribute to the ministry of an internationally significant religious leader in a friendly, busy, fast-paced and dynamic office. The team at Lambeth Palace works collaboratively with colleagues throughout the National Church Institutions (NCIs) and beyond and supports each other at busy periods with flexibility and good humour.

This is a unique opportunity to provide the full range of administrative and PA support to Mrs Welby, proactively enabling her to manage her many priorities and commitments.

As well as her own distinct ministry, Mrs Welby spends a considerable amount of time working alongside her husband, particularly around the Anglican Communion and now during the run-up to the Lambeth Conference next year. In addition, she plays a central role in the ‘Women on the Frontline’ reconciliation programme, equipping women living in contexts of violent conflict and post-conflict in fomenting peace and reconciliation.

Making sure that the office runs smoothly and efficiently, you will coordinate diaries, room bookings, travel arrangements and correspondence, ensuring that essential documents are to hand and that Mrs Welby is kept informed, fully briefed and has everything that she needs for meetings and events that she is attending/hosting.

An excellent communicator with the confidence and diplomacy to engage at all levels, you will be a self-starter, able to use initiative and good judgement. While thriving on the challenge of competing priorities, you will use your effective planning skills and resourceful approach to ensure that commitments are managed and that when necessary, creative solutions are found.

The working hours for this post will be 21 per week (working pattern to be agreed).

The role is offered on a 2 year fixed term contract.

Interviews will be held on the 2nd and 4th July 2019

In return we offer a unique environment with opportunities for continuous learning, generous annual leave for work life balance, season ticket loans and a range of benefits including discounted entry to attractions and what we feel is a market leading package when it comes to our pension scheme.

The Role :

  • In close consultation with Mrs Welby, enable the efficient running of her diary, booking rooms, coordinating and offering hospitality, where appropriate.
  • Enabling and prioritising communications with Mrs Welby, whether by phone, e-mail, letter or in person while ensuing timely responses.
  • Proactively liaise with colleagues on behalf of Mrs Welby to ensure that she is kept informed, is properly briefed and has everything she needs for meetings and events she is attending/hosting.
  • In close consultation with Mrs Welby, organise events and meetings initiated or required by her.
  • Circulate agendas and take minutes of any meetings for Mrs Welby, as required.
  • Consult, research and prepare all briefing material and papers for Mrs Welby.
  • Research, consult and make all necessary travel arrangements for Mrs Welby.
  • Process and submit Mrs Welby’s expense forms.
  • Accurately, word process Mrs Welby’s correspondence from manuscript and draft correspondence for her signature.
  • Building and maintaining relationships with Mrs Welby’s key contacts and their offices.
  • Occasional travel (including overseas) to provide personal and administrative support.
  • File and retrieve Mrs Welby’s correspondence and papers in line with Lambeth Palace records management procedures and maintain an effective system for the storage of information relating to Mrs Welby’s work.
  • General administrative support to the Private Office and other Lambeth Palace teams, as required. This may occasionally result in the post-holder working unsocial hours.

The Requirements :

Essential

Skills/Aptitudes:

  • Excellent communication skills, both oral and written.
  • Ability to maintain a high degree of confidentiality.
  • Good interpersonal and diplomatic skills, with the ability to deal with senior people with confidence and respect.
  • Efficient and quick at dealing with requests.
  • Excellent IT skills including Microsoft Word, Outlook and (calendar and e-mail).
  • Strong organisation skills, with attention to detail.
  • Ability to work as a member of a team.
  • Resourceful and calm under pressure.
  • Able to work flexibly, both in terms of time and responsibilities.
  • Evidence of working in a proactive way, taking the initiative when appropriate.
  • Forward thinking with effective planning skills.
  • Excellent attention to detail.
  • Resilient with the ability to handle competing priorities.
  • Ability to work calmly under pressure.
  • A self-starter, able to use initiative and good judgement.

Knowledge/Experience:

  • Proven administrative experience.
  • Experience of record keeping.
  • Previous experience of dealing with a busy diary, changing priorities and identifying creative solutions to diary issues.

Education:

  • A level, or equivalent.

Desirable

  • A sympathy with and interest in the Archbishop of Canterbury’s ministry and an empathy with the role of the Archbishop’s spouse in that ministry and in their own right.

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.