Personal Assistant

This job has now expired
London
Permanent
£26,681 p.a. rising to £28,304 p.a. after probation

The Church Commissioners manage the historic assets of the Church of England and fulfil other administrative functions in support of the Church’s mission. The Bishoprics and Cathedrals department specifically support the work of all bishops and their staff and are the statutory housing provider for the diocesan bishops across England; we support all Cathedrals in their work and are supporting the implementation of the forthcoming Cathedral measure. We are responsible for meeting the costs of Chancel repair liabilities (related to the Church Commissioners and Cathedral ownership) and are leading on the refurbishment project at Lambeth Palace. This is a key role in a busy and high-profile department and will give the successful applicant an excellent grounding in administration and project work. There will be opportunities for the right individual to take on responsibility for some areas of work.

To provide full diary, secretarial and administrative support to the Head of Bishoprics and Cathedrals, to the Bishoprics and Cathedrals Committee and Lambeth Palace Project Board and provide general support to the wider Bishoprics and Cathedrals and Lambeth Palace Refurbishment Project teams.

The main responsibilities for this role are;

  • Provide full diary management (including arranging meetings, booking rooms, travel plans etc) to the Head of Bishoprics and Cathedrals; also preparing and processing expenses claims and other administrative assistance as required.
  • Support the Head of Bishoprics and Cathedrals in the production of papers for the Church Commissioners and Committee/Board members including assisting with the editing/formulation, copying, collation, distribution and proper retention/ archiving of such papers, especially for the Bishoprics and Cathedrals Committee and the Lambeth Palace Project Board.
  • Act in the capacity of default minute-writer for the Bishoprics and Cathedrals Committee and the Lambeth Palace Project Board.
  • Organising, booking and advertising the Bishoprics and Cathedrals Committee meeting and Lambeth Palace Project Board meeting dates sufficiently far in advance, ordering necessary equipment and refreshments, liaising with Committee members and staff colleagues as required.
  • Responsibility for drafting letters/emails, reports and minutes to Committee and Board level
  • Assisting the Lambeth Palace Refurbishment Project and others in the Bishoprics and Cathedrals team where necessary in compiling reports, production of papers and other resources and helping good communications.
  • Supporting the Lambeth Palace Refurbishment Project team with wider administration duties and general assistance on the project as required.
  • Managing the department’s filing systems and archive (with others) including working with colleagues to devise and maintain appropriate retention policies for ensuring proper management of the Lambeth Palace Refurbishment Project and the wider departments formal records and papers.
  • Communicating with trustees, staff and telephone callers. Dealing with enquiries and welcoming visitors, providing directions and refreshments as required.
  • Providing office hospitality, e.g. ensuring meetings with external guests are catered for appropriately (ordering lunches, tea and coffee, looking ahead in room diaries and staff diaries to avoid room booking clashes), informing reception desks of visitors for both the Head of Bishoprics and Cathedrals and the Lambeth Palace Refurbishment Project team.
  • Providing other administrative support and personal assistance as required by the Head of Bishoprics and Cathedrals.

The ideal candidate must have;

Essential

  • Can-do attitude, service mentality, flexibility and excellent teamwork
  • Good organisation, ability to prioritise and meet deadlines
  • Excellent communication skills, both oral and written, including drafting and presentation skills.
  • Initiative and ability to work unsupervised and under pressure  
  • Good eye for detail
  • Good IT skills, in particular experience of MS Office (especially Outlook and Word)
  • Good organisation and ability to prioritise and meet deadlines
  • Strong oral and written communication skills and ability to engage with senior colleagues across the organisation
  • Educated to A-level or equivalent
  • Experience working as PA to a senior member of staff

Desirable

  • Sympathy with the ethos of the Church of England
  • Some experience of servicing Boards and Committees
  • Some experience of working as part of a team on a major project
  • General knowledge of and interest in the Commissioners’ work and structure
  • Experience of the SAP finance system or similar

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.

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