Executive Assistant

Posted 1 month agoExpires in 3 days
London
Permanent
£31,857 p.a. rising to £34,255 p.a. after probation

The Division of Mission and Public Affairs is responsible for developing policies, providing support, advice and advocacy and generating initiatives to promote: the Church of England’s effective engagement with social, political and environmental issues; its commitment to mission; its support for minority ethnic Anglicans; its role in hospital healthcare chaplaincy; and its nurturing of inter-faith relationships.

The role of the Committee for Minority Ethnic Anglican Concerns is to promote the concerns and needs of minority ethnic people in the Church of England and the wider community. It reports to the Archbishops’ Council.

This is an excellent opportunity to join us in Mission and Public Affairs (MPA) as Executive Assistantto the Director of MPA. This is a high profile role as you will be the first point of contact, the face and the voice of MPA for external callers and visitors.

Your work will be busy and varied and will include managing appointments, handling requests for meetings and replying to enquiries on behalf of the Director when unavailable. You will manage financial transactions for the Division including first level posting, purchase orders, payments, invoices and expenses and you will provide general assistance to the Divisional Support Coordinator.

To be successful, you will need excellent communication and IT skills, and experience of using MS Office and financial software such as SAP. You will enjoy working on your own initiative, frequently without direct supervision and as part of a team, maintaining confidentiality both within the team and more extensively, as appropriate.

Interviews will be held on the 15th April 2020

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 Requirements :

Oversight of the Director’s diary and appointments schedule:

  • Managing requests, from within and beyond the Church, for meetings with the Director, dealing directly with bishops, Synod and Council members, senior Church House staff, senior figures in government, business and the voluntary sector.
  • Ensuring that the Director is fully equipped with agendas, papers and other material as required for each day’s schedule.
  • Responding to correspondence, answering queries on behalf of the Director, acting on their own initiative to resolve problems and ensure that the Director’s priorities and commitments are communicated clearly.
  • Observing appropriate levels of confidentiality at all times.
  • Answering the telephone, filtering calls, receiving and greeting visitors.
  • Sharing with the Divisional Support Coordinator the responsibility for managing and executing Division-wide projects such as office moves and reorganisation and providing occasional support for a large team of policy officers some of whom work remotely.
  • Research in support of the work of the Division, including web-based and library research.
  • Carrying out other duties as may be required.

Delivering day to day budget and financial management for the Division. Using SAP, duties will include:

  • Managing all incoming and outgoing payments for the Division; raising Purchase Orders and invoice requests, checking invoices and expenses claims and resolving queries as necessary. The post-holder will be authorised to post expenditure up to the value of £500.
  • Monitoring day to day expenditure against SAP Cost Centres and budget headings; liaising with Executive Staff members to ensure that their expenditure is within budget and referring transactions outside the agreed budget to the Director.
  • Coding income and expenditure against SAP General Ledger codes, Cost Centres and Internal Orders.
  • Liaison with the Finance Department on any queries associated with MPA transactions and putting their advice into effect.

Administrative assistance across the MPA Division. Duties will include:

  • Responding to correspondence and typing correspondence, reports, articles, lectures and newsletters.
  • Answering the telephone, filtering calls and dealing with queries, as appropriate; receiving and greeting visitors.
  • Assisting with arranging staff travel and visit to dioceses etc.
  • Setting up effective office systems in support of the work, e.g. filing, Outlook calendars, email accounts, and address books, etc.
  • Establishing and maintaining contact and membership lists ensuring that contact details are up to date and accurate within the constraints imposed by GDPR.
  • Supporting the work of CMEAC, including: taking minutes, giving notice of meetings, arranging papers for dispatch, arranging meeting venues and catering, attending as required, organising members’ expenses claims etc. This may involve attending some residential meetings of CMEAC, including off-site meetings.

The Requirements:

Essential

Skills/Aptitudes:

  • Excellent and demonstrable IT knowledge, including advanced knowledge of the use of Microsoft Office Suite, especially Outlook, Word, Excel.
  • Appropriate skills in general financial management, and experience of using financial software package such as SAP or equivalent.
  • Some shorthand or speed writing skills or equivalent is required for minute-taking at meetings.
  • Ability to be well-organised and to work accurately and calmly under pressure in a busy working environment.
  • Ability to work unsupervised.
  • Ability to learn quickly the organisations working in the field of the Mission & Public Affairs Division’s work and have the ability to channel enquiries to the appropriate sources within the Division and elsewhere in the National Church Institutions.
  • Good inter-personal and diplomatic skills with the ability to relate to a variety of people at all levels in a discreet and courteous manner.
  • Excellent communication skills, both oral and written with a good command of the English Language, including spelling and grammar, and the ability to draft correspondence and other material as required.
  • Ability to work closely as part of a team and to maintain confidentiality, both within the team and more extensively, as appropriate.

Knowledge/Experience:

  • Demonstrate the knowledge and skills required to afford full secretarial and administrative support of the kind outlined above.

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 applications from those of you who 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.