Office Manager - Maternity Cover

This job has now expired
6 King Street, Duffield, Derby
Fixed Term Full Time
£30,967 p.a.

The Diocese of Derby consists of the whole of Derbyshire and a few parishes on the fringes of the county near Stockport and in Staffordshire. The Cathedral is in Derby itself.

The Diocese serves a population of just under one million people and has over 300 churches.It works in communities, schools, prisons and hospitals as well being represented in various other aspects of city and county life.

Under two Archdeacons, the Archdeaconries of Derby and Chesterfield consist of deaneries and parishes all of which work alongside Christians of other denominations.

The Bishop of Derby has an excellent opportunity for an experienced Office Manager to act as Head of her private office and to support her in her ministry in the Diocese, the county of Derbyshire and nationally.

The Office Manager has a key role to play in providing personal support to the Bishop in her own ministry and in ensuring the effective and efficient working of both the Bishop’s personal staff team and the senior staff team. The Office Manager will be the trusted conduit between the Bishop and the Diocese (clergy, licensed lay, parishes & Church House).

A vital task of this post will be to review the workings and systems of the Bishop’s office and assess the staffing needs of the new Bishop to support her ministry into the future.

There may be some flexibility with the working hours and working pattern for this post and a working week of 4 days per week may be considered. This role will be offered on a 9-month fixed term contract to cover Maternity Leave (although this may be extended).

Interviews will be held w/c 12th August 2019

The Role :

The office-based staff together, share a responsibility to support the Bishop in her ministry through:

  • Maintaining efficient and effective secretarial and administrative support
  • Liaising closely with Church House, The Cathedral and other members of the Bishop’s staff team to coordinate office procedures
  • Ensuring that good office systems are in place and developed to ensure maximum office efficiency and human warmth
  • Ensuring that all contact with the Bishop’s office, whether through a personal visit, telephone call or correspondence is dealt with in a timely, courteous and efficient manner
  • Ensuring that the Bishop’s office has the capacity to be flexible and innovative to meet new and developing needs of the Bishop and the Diocese

Responsibilities of the Office Manager:

  • Undertake a review of the Bishop’s Office

    • Critically review office procedures
    • Develop administrative procedures in accordance with organisational requirements
    • Set up procedure’s manual
    • Set up internal audits
  • Appraisal of staffing needs to suit the Bishop moving forward

General

Responsible for the work of the staff of the Bishop’s Office :

  • Carry out annual Performance Development Reviews with the staff
  • Build effective and efficient communication and collaboration with the Diocese and other partners
  • Ensure facilitation of Bishop’s staff meetings and other Diocesan meetings as required
  • Ensure that the Bishop’s Diary is up to date and the Bishop is fully briefed and prepared for all engagements and projects
  • Ensure the Bishop is notified of any matters which require her personal attention (e.g. illness of clergy and families)
  • In the absence of the Bishop the Office Manager, act on behalf of the Bishop
  • Attend appropriate administrative training for e.g. budget management and personal development

Administration

  • Ensure the effective and efficient delivery of the administrative tasks of the Bishop’s office
  • Ensure that the provisions of the Data Protection Act 2018 are followed; this includes processing subject access requests, maintaining Clergy blue files and providing the Bishop with advice as necessary
  • Ensure effective management of Safeguarding and Disciplinary correspondence

We are looking for an experienced office manager with demonstrable capacity to undertake a systems and staffing review.

Essential requirements are :

  • Welcoming, flexible and efficient in all areas of office management.
  • A strong facilitator who can work collaboratively with internal/external colleagues.
  • The ability to deal with delicate and sensitive matters in an appropriate and professional manner.

Personal attributes and skills :

  • Sympathetic to the mission and ministry of the Church of England
  • Able to communicate effectively with a wide range of people belonging to institutions, organisations and other groups including and beyond the Church of England
  • A team player, able to work creatively and flexibly with colleagues in a small office environment
  • Line management and staff appraisal experience
  • Excellent leadership skills
  • Able to work on own initiative with minimal support
  • Able to build and maintain collaborative working relationships
  • Efficient and effective in office management
  • Discreet and confidential
  • Resilient, robust and focused

Other

  • Excellent IT skills including experience of Microsoft Office applications

Desirable

  • Knowledge of Church of England administrative structures and operations
  • Educated to Degree level or equivalent qualification or experience

Derbyshire is a place where the concept of parish and church is still at the centre of the community for many people. With a range of contexts from the agricultural villages in the west to the ex-mining communities of the East; the beautiful peak district and the urban multi-cultural centre; we minister in a number of contrasting environments.

With mission at our heart we are investing in our future to ensure we continue to grow God’s kingdom in Derbyshire.

To find out more about the diocese click here.