The Diocese of London covers the Church of England in London north of the Thames. The Bishop of Edmonton is seeking to appoint a person with good interpersonal skills and proven administrative competence, who is pro-active and instinctively a team player.
The Bishop’s Personal Assistant provides vital support to the Bishop and the Bishop’s Area staff and parishes in the Edmonton Episcopal Area. The PA has particular responsibility for a wide range of administrative and support functions, working closely alongside the Area Bishop or on their own initiative as required.
The PA works in close co-operation with the Archdeacon of Hampstead and the Archdeacon’s Personal Assistant; the Area Director of Mission, the Area Director of Ministry, the Area Deans, Diocesan staff based at Diocesan House, the Diocesan Bishop’s staff based at The Old Deanery, staff at the Diocesan Registry and Area clergy as appropriate, those staff who do the day to day running of portfolios that the Bishop holds for the Bishop of London.
Dealing with mail, enquiries, telephone calls, visitors and all other incoming communications appropriately and professionally.
Day-to-day management of the Bishop’s diary, email and written correspondence, and managing the details behind the events that the Bishop leads such as confirmations, school visits and various residentials. Helping to arrange the Bishop’s diary in line with his agreed priorities.
Maintaining databases in collaboration with the Archdeacon’s PA (My Diocese, Crockfords) and hard-copy and/or electronic copies of all relevant documents and communications (e.g. Clergy personal files).
Preparation for all Area Staff meetings and other meetings at the Bishop’s direction. Taking meeting notes and capturing and following up on resulting action points thereof.
Liaising with the Church Commissioners Bishoprics Department as appropriate (e.g. arrangements concerning the Bishop’s car).
Working with the Diocesan PR and external communication advisers (Luther Pendragon) to maintain and develop the Bishop’s public profile.
Ensuring that the Bishop’s Ad Clera and other communications are sent to the correct groups in a timely manner.
Forward planning of events and specific projects in support of the Bishop’s work. E.g., Staff Team residentials, other specific events as appropriate, assisting with the Area Clergy Conference
Liaising with parishes during clergy vacancies and administering the recruitment and appointment process (e.g. Parish profile, meeting with church wardens, drawing up adverts for the Diocesan website) in a timely manner.
Ensuring the security and confidentiality of the office and Bishop’s study and of documents left on view and locking up of the office
Dealing with the renewal and issue of permissions for clergy and laity.
Holding the big picture and history of events in the Episcopal Area, where relevant to the Bishop’s work. Advising the Bishop (or team) as necessary and appropriate of any historical information impacting current events. Making appropriate linkages.
Responding appropriately to adhoc requests for information and advice (from the public, clergy, parishes) and/or referring to the appropriate person or organisation.
Arranging travel and accommodation for the Bishop as required to support his wider ministry in the church.
Attending to Health and Safety and First Aid requirements for the Bishop’s Office as appropriate.
Managing expectations from people who would like the Bishop to attend various functions, in particular when they are on his day off
Maintaining and reconciling the Bishop’s Official Expenses, with oversight by the Church Commissioners, the appointee will be required to set up online banking for this.
Managing the receipts and payments of the Bishop’s Discretionary Fund, with oversight by the Bishop.
Completely the Quarterly submission and reconciliation of the Bishop’s working costs account.
Safeguarding & Legal
Progressing all matters relating to the administration of duties under the safeguarding legislation for applications for disclosure from the Disclosure and Barring Service for Edmonton. This includes regular reviews of clergy DBS’s and Safeguarding Training in liaison with the Safeguarding Team at Diocesan House and making sure that every clergy personnel file has a “Blue” front sheet that is updated when necessary.
Preparing accurate and legally compliant Statement of Particulars and Legal Agreements new licence holders upon appointment; liaising the HR Department at Diocesan House as appropriate.
Checking the Visa status of those clergy who do not have British Citizenship or the Right to Remain, in conjunction with the HR Team at Diocesan House.
Identifying appropriate action in response to pastoral situations as they occur (e.g. Clergy person or other in crisis).
Above all, the Personal Assistant is required to have the flexibility to undertake any other duties as directed by the Bishop that are commensurate with the role in order to support him in his ministry, taking into account that you will be working in an office within the Bishop’s family home.
Experience, knowledge, training and qualifications
Be pro-active and able to multi-task
Have the ability to prioritise the workload
Be highly organised and adept at forward planning
Be a problem solver, always looking for ways to get things done and to work around obstacles
Demonstrable record of success as a PA, Private Secretary or Senior Administrator
Demonstrate proven ability to use Microsoft Office package
Competent in managing budgets and tracking costs
Ability to draft letters and reports on own initiative
Accurate audio typing; shorthand would also be an advantage
Essential aptitudes and abilities
Be sympathetic to the aims and ethos of the work, theology and mission of the Church of England.
Have an understanding of the institution, ethos and mission of the Church of England, including an appreciation of the roles of key office holders (e.g. ordained clergy, Area Bishop, Archbishop, Lay ministers).
Excellent communication skills with the ability to communicate effectively in written and spoken English.
Personable and able to relate and respond well to a wide range of people and the wider public.
Have the ability to work well with others.
Be able to innovate, initiate and maintain good and effective administrative procedures.
A good eye for detail.
Essential Personal attributes
The role requires high levels of discretion and confidentiality and the ability to deal with a wide range of personalities and situations.
Willingness to be flexible when the need arises
The LDF exists to support the mission of the Church of England in London, hence its strategy is nested entirely within the wider objectives of the Diocese’s Capital Vision 2020, it includes the Bishop of London’s Fund & Associated Organisations. The principal activity of the London Diocesan Fund is to serve and support the parishes and people within the Diocese of London in their mission of proclaiming the gospel of Jesus Christ. It does this operationally through the payment and housing of parish clergy and chaplaincies and support to their ministry.