Personal Assistant to the Assistant Chief of Staff

Posted 21 days agoExpires in 4 days
Lambeth Palace, London
Permanent
£26954 rising to £28983 after probation

Lambeth Palace is a unique building of significant historical and global provenance. It is, first and foremost, the home of the Archbishop of Canterbury and his family, as well as home to a wider, diverse and thriving, residential community. It is also an office and the epicentre of the Archbishop of Canterbury’s ministry to the Church of England and the global Anglican Communion. It is a Grade I listed building comprising various listed buildings dating from the 12th to the 20th centuries, set within 10 acres of beautiful landscaped gardens. Fundamentally, the Palace seeks to be a place of contribution to the life of a 21st century church.

In support of the Archbishop’s ministry, the office at Lambeth Palace is made up of several interconnected teams – Anglican Communion, Chaplaincy, Communications, Correspondence, Ecumenical, Evangelism & Witness, Facilities, Finance, Hospitality, Inter-Religious, Public Affairs, Reconciliation, Records - each providing pivotal, interdependent and essential support to the Archbishop to enable the effective delivery of the ministry to which he has been called by God.

Lambeth Palace is an exciting and vibrant ‘community of communities’. Working here provides an excellent opportunity to contribute to the ministry of an internationally significant religious leader in a friendly, busy, fast-paced and dynamic office. The team at Lambeth Palace works collaboratively with colleagues throughout the National Church Institutions (NCIs) and beyond and supports each other at busy periods with flexibility and good humour.

This is a unique opportunity to provide the full range of administrative and PA support to the Assistant Chief of Staff, proactively enabling him to manage his many priorities and commitments. This post gives an excellent opportunity of working in a small, friendly, busy office, in unusual and very pleasant surroundings.

The Assistant Chief of Staff is a key role within the Lambeth Palace team and carries responsibility for supporting the work of the Chief of Staff and Strategy in the delivery of the strategic objectives of the ministry to which God has called the Archbishop of Canterbury. It also involves the coordination and delivery of the work of the Archbishop’s senior leadership team and overseeing the operational functions of the Palace. The role is also responsible for making sure Lambeth Palace works in partnership with teams of the National Church Institutions to deliver effective and efficient systems and processes.

You will relish using your many skills and experience to make sure that the office runs smoothly and efficiently by coordinating diaries, room bookings and correspondence, ensuring that essential documents are to hand and that the Assistant Chief of Staff is kept informed, fully briefed and has everything that he needs for meetings and events that he is attending/hosting.

An excellent communicator with the confidence and diplomacy to engage at all levels, you will be a self-starter, able to use initiative and good judgement. While thriving on the challenge of competing priorities, you will use your effective planning skills and resourceful approach to ensure that commitments are managed professionally and that when necessary, creative solutions are found.

Your usual place of work with be Lambeth Palace, London, although currently employees are working remotely due to Covid-19 restrictions.

This is a full time role however we are happy to consider flexibility around working hours/arrangements and consider 4 days per week.

Interviews will be held remotely using Zoom on the 7th and 8th October 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 Role

  • Managing and prioritising communications with the Assistant Chief of Staff, whether by phone, e-mail, letter or in person, enabling him to achieve his objectives while ensuring timely responses.
  • Dealing with the Assistant Chief of Staff’s correspondence, including drafting replies to letters and e-mails and, where appropriate, replying on his behalf.
  • Managing the Assistant Chief of Staff’s diary, including booking rooms and hospitality where appropriate, and making travel arrangements.
  • Forward planning to ensure the Assistant Chief of Staff is briefed on forthcoming deadlines and that he is well prepared and briefed in advance for meetings and events.
  • Receiving and greeting visitors and being an ambassador for the Assistant Chief of Staff in welcoming guests.
  • Maintaining an effective records management system for the work of the Assistant Chief of Staff, following the appropriate policies for this area.
  • Proactively reviewing the administration of the Assistant Chief of Staff’s portfolio and bringing forward systems and processes to enable increased efficiency and effectiveness.
  • Taking high quality and timely minutes at meetings.
  • Liaising closely with the Head of Facilities, Hospitality General Manager, Correspondence Manager, Finance Officer, Records Manager and other teams at Lambeth Palace and keeping the Assistant Chief of Staff updated, as appropriate.
  • Assisting the Assistant Chief of Staff in his work to ensure effective partnership between Lambeth Palace and other departments within National Church Institutions.
  • Building and maintaining relationships with the Assistant Chief of Staff’s key contacts and their offices.
  • Dealing with enquiries and, within agreed limits, progressing the Assistant Chief of Staff’s work in his absence.
  • Being aware of the Assistant Chief of Staff’s objectives and views and communicating these appropriately and sensitively to external and internal stakeholders.
  • Drafting and developing internal communications, including newsletters and other material.
  • Drafting and proactively keeping updated documents and policies related to the work of the Assistant Chief of Staff.
  • Drafting high quality Briefs for meetings and for the Archbishop’s official engagements for which the Assistant Chief of Staff has responsibility.
  • Researching issues and projects in relation to the work of the Assistant Chief of Staff.
  • Organising any events initiated by the Assistant Chief of Staff and those that fall within his portfolio.
  • Supporting the work of the Assistant Chief of Staff in his responsibilities on engagement with China, including, research, writing briefs, drafting papers, coordinating meetings, planning and delivering trips.
  • In cooperation with the Finance Officer, providing oversight to the Overseas Travel Budget, including working with teams to prepare the budget and overseeing the Overseas Travel Authorisation process. Developing, reviewing and communicating travel protocols for staff at Lambeth Palace.
  • Providing relief and assistance to other Lambeth Palace team areas, as directed by the Assistant Chief of Staff, particularly the Palace operational teams overseen by the Assistant Chief of Staff.

All employees working at Lambeth Palace share responsibility to promote and maintain a strong safeguarding culture with regard to children and vulnerable adults, including identifying the key actions they should take given their role and responsibilities.

The Requirements

Essential

Skills/Aptitudes:

  • Excellent knowledge of IT, Microsoft Word, Outlook, Excel, Teams, the internet, a networked computer system and the ability to use IT to find creative solutions.
  • Excellent word processing skills.
  • Strong sense of responsibility that the work issued is of a consistently high standard, with fast response times.
  • Highly confidential, discreet and diplomatic.
  • Excellent judgement in understanding and dealing with urgent and complex matters across a wide range of issues.
  • Forward thinking with highly effective planning skills.
  • Excellent communication skills, both verbal and written, with a demonstrable sense of the importance of communication.
  • Ability to draft and prepare high-quality, accurate correspondence, briefs and other material as required.
  • Highly focussed, organised and methodical, the ability to cope with conflicting priorities and projects.
  • A self-starter, able to use initiative and good judgement.
  • Ability to work calmly under pressure.
  • Flexibility with the ability to adapt plans quickly in response to change.
  • Strong team working skills.
  • Ability to create and implement new processes and systems to improve efficiency.
  • Innovative and creative.
  • Outstanding attention to detail.

Knowledge/Experience:

  • Proven ability in managing diaries, correspondence and papers for a senior manager with the ability to find creative solutions.
  • Experience of, and confidence in, dealing with a wide range of people in the course of work, including at senior level.
  • Awareness of and interest in national and international politics and societal issues.
  • An interest in the work of the Archbishop’s ministry and the Church of England generally.
  • Significant experience as a Personal Assistant at a senior level.

Education:

  • Education to at least ‘A’ level standard, or equivalent professional experience.
Desirable
  • A knowledge of, and interest in China acquired through study and/or travel.
  • Negotiation skills.

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 a Disability Confident Leader, we actively look to attract, recruit and retain those of you who are disabled.

As 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 being an equal opportunities employer and to ensuring that everyone, job applicants, customers and other people with whom we deal, are treated fairly and not subject to discrimination. We will do whatever is necessary to provide genuine equality of opportunity. We continuously review our policies and processes to support our aim to create a workforce as diverse as the nation the Church of England serves.