PA to the Archdeacons of Croydon

This job has now expired
Croydon
Permanent
£31000 - £32000

An excellent opportunity, to use your skills as an experienced PA to support the work of the Church of England in Croydon. There is a mixture of supporting projects and more complex processes, with the equally important work, in managing diaries, making sure that the right information is available to the right person at the right time, as well as the unique and unusual requests that come our way. You will find a real variety in the role, and no two days are the same.

The PA will provide project management, administrative and secretarial support to the Archdeacons of Croydon and Reigate. The Croydon Episcopal Area works as a team and the Archdeacons’ PA will be required to work with other members of the team and in particular the PA to the Bishop of Croydon. The PA is also the Office Manager for the Area Office and as such is responsible for ensuring the maintenance and smooth running of the office.Thank you for your interest in the role of Archdeacons’ PA for the Croydon Episcopal Area Office. This is a vital role for us in providing administrative and organisational support that enables us to carry out roles.

PA role

  • Provide a discreet, courteous and efficient first point of contact for all communication to the Archdeacons, showing sensitivity and tact.
  • Receive and prioritise a wide range of enquiries by phone, email and post, ensuring that queries are dealt with efficiently and sensitively, giving information, initiating action, drafting responses or redirecting/liaising with the Archdeacons as appropriate.
  • Manage the Archdeacons’ diaries in Outlook, planning, negotiating and booking appointments, venues and dates on an annual/monthly/weekly/daily basis, making travel arrangements as required
  • Ensure that the Archdeacons have the papers and other practical resources they need for meetings etc in paper and/or electronic form and in good time.
  • Organise, develop and monitor processes for gathering information and collating returns as they are received; disseminating information as required through various means, including on-line submission, organising Church Inspection visits; Archdeacons’ Visitation Services;
  • Organise and monitor Ministerial Development Reviews.
  • Oversee and be responsible for the administration and tracking of the recruitment and appointment to vacant clergy posts in parishes, including liaising with Parish Representatives on the process; liaise with the media advertising; receive applications, follow up references, prepare interview packs; issue announcement notices
  • Monitor, organise and track annual Church Inspections
  • Liaise with colleagues, clergy, church leaders, other senior office holders, public bodies and members of the public as necessary.
  • Attend monthly staff meetings; take notes and circulate them as required.
  • Co-ordinate specific events as required. In particular, the bi-annual Episcopal Area Lay Conference: booking a suitable venue, organising the catering, co-ordinating attendance and liaising with relevant speakers and other parties.
  • Deal with matters of routine correspondence which do not require the Archdeacons’ attention, drafting suitable replies where appropriate and requested.
  • Compile and send out e-mailings.
  • Develop and maintain an efficient electronic filing system for the Archdeacons, including confidential files, and keep it up to date in line with the requirements of GDPR.
  • Ensure that all the office support systems and resources including stationery, reference books, week-ahead engagement/work file, information databases and IT software are up to date and functioning properly.
  • Prepare documents, presentations and spreadsheets to support the Archdeacons’ work, orders of service and interview and training packs.

Office Manager role

  • Responsible for ensuring any health and safety requirements in the building are fulfilled and raising any health and safety concerns with the relevant department.
  • Responsible for ensuring that the office building and office equipment is well maintained and kept in working order and replaced where necessary
  • Responsible for ensuring that regular fire drills and checks of fire equipment are undertaken. Undertake regular first aid training and fire marshall training ensuring certification is kept up-to-date.
  • Responsible for maintaining and replenishing supplies of stationery, first aid supplies, refreshments and other consumables.
  • Manage the office petty cash and make monthly returns to the Finance Department.
  • Be responsible for the chapel, ensuring provision of sacristry supplies.

General

  • With suitable advance notice, attend occasional evening and weekend meetings to support the Archdeacons in their role.

Education Qualifications

  • A good standard of education
  • A level of literacy to be able to draft emails and letters that are fluent, and use language that is appropriate to the culture and traditions of the Church of England

Experience

  • Experience in a role requiring a high degree of planning and organising, with attention to detail.
  • Worked in roles that require the ability to work on initiative, where tasks are not always planned or routine, and flexibility of approach has been required.

Skills and Knowledge

  • Self-sufficient in making best of use of the IT available and finding the best solutions to achieve the required outcomes.
  • Regular and competent user of the latest MS Office suite for PCs
  • Word – able to produce and format large documents for publication, use mail merge
    • Excel – able to enter data, sort and total,
    • Powerpoint – able to put together simple presentations
    • Outlook – able to use folders, arrange the Calendars of others, create and use task lists.
  • Able to fully utilise the information technology that is available, with the desire to exploit the potential of the IT packages that are available, to seek creative IT solutions.
  • Some knowledge of Apple Mac would be desirable
  • Able to utilise social media as a tool for communication and networking
  • Note-taking skills and ability to produce summaries from meetings.
  • Able to gain information from databases, and summarise information in simple formats

Personal Qualities and Behaviours

  • Able to maintain confidentiality and discretion
  • Gives confidence and assurance to others that they understand what they require, and will take the appropriate action.
  • Clear about personal and professional boundaries
  • Able to exercise tact, diplomacy and sensitivity
  • A good team player – takes a flexible approach to tasks, with understanding of others priorities and able to adapt to their own
  • A genuine commitment to learn and grow in a role
  • Demonstrate empathy and patience under pressure
  • Welcoming and friendly, able to create a good rapport
  • In sympathy with the aims, objectives and values of the Church of England

The Diocese of Southwark, is part of the wider Church of England, in turn part of the worldwide Anglican Communion. The Diocese covers primarily the area of Greater London which is South of the Thames, together with the Eastern part of the county of Surrey. It is one of the largest dioceses in terms of population and parishes as well as one of the most diverse.

The Croydon Episcopal Area covers the London Boroughs of Croydon and Sutton and most of the Surrey Districts of Reigate and Banstead, Tandridge and a small part of Mole Valley.

The Area has seven Deaneries and 110 parishes with 122 church buildings across the two Archdeaconries of Croydon and Reigate There are 2 Church Secondary Schools and 21 Church Primary Schools. Also, within the Area are HMP High Down and four major NHS trusts, including the Royal Marsden.

The Croydon Area Mission Team seeks to provide advice and encouragement to the parishes and Deaneries within the Croydon Episcopal Area. The Bishop of Croydon, the Archdeacon of Croydon and the Archdeacon of Reigate seek to work closely together as a “Trio” in supporting parishes, clergy and lay ministers, and to engage with communities and civic authorities across the area. The Archdeacons play a pivotal role in supporting their clergy and dealing with property related matters in the parishes.

The Croydon Episcopal Area Offices are located in St Peter’s Road, Croydon, a short walk from South Croydon station.

Job documents