PA to the Bishops of Guildford and Dorking

This job has now expired
Guildford
Employee
£ 28,173 per year

This is a unique opportunity for a highly professional and experienced Personal Assistant to provide personal and administrative support to the Bishops of Guildford and Dorking.

Primarily based at the Bishop’s Office and line managed by the Bishop of Guildford, you will also work closely with the Office and Facilities Manager based at the Diocesan Offices, to ensure collaboration and communication, consistent systems and processes and greater flexibility on both sides.

To be successful you will need proven administrative competence, exceptional interpersonal and organisational skills, as well as extensive experience with office systems and the Microsoft Office Suite.

Interviews will be held on the 26th or 27th April 2021.

The Role

  • Offering support for key meetings (preparing paperwork, agendas, minutes, follow-up actions).
  • Offering support in enabling bishops to understand and work within the online systems and processes at the Diocesan Offices.
  • Welcoming visitors to the Bishop’s Office.
  • Answering the telephone promptly, handling all enquiries and forwarding them as necessary.
  • Supervising the running of the office, and ensuring that it’s properly resourced and equipped, e.g. equipment, arrangements for visitors to the Bishop’s Office.
  • Maintaining an efficient brought forward system.
  • Managing the electronic calendar of both bishops, its changes and conflicts.
  • Managing travel arrangements, room bookings, practical logistics.
  • Managing their email inboxes and drafting / sending correspondence (in print and online).
  • Responding to official correspondence.
  • Maintaining accurate records and efficient filing.
  • Maintaining Church Commissioners’ compliance records.
  • Maintaining holiday records for the Bishop’s staff (gardener, chaplain), and overseeing their staffing needs.
  • Setting up and handling utilities accounts at the Bishop’s Office and Dayspring (home of the Bishop of Dorking).
  • Monitoring and liaising with builders on household repairs.
  • Providing some administrative support for the Bishop of Guildford’s Communities Fund (including sending out gift aid envelopes, recording and acknowledging donations).
  • Recording confirmation statistics and preparing an annual return to the national church.
  • Organising social functions offered by both bishops.
  • Managing a wide range of external, as well as internal relationships.
  • Covering enquiries during times of absence.
  • Providing support to the Bishops on ad hoc projects, e.g. from transcribing sensitive interviews to managing crisis / conflict correspondence to the logistics of sending out episcopal Christmas cards.
  • Managing and keeping proper records for the Bishopric official account according to the standard procedures set up by the Church Commissioners.
  • Managing and keeping proper records for the Bishop of Guildford’s Discretionary Account.

Working closely with the Central Diocesan Administrative team

  • Ensuring that the Bishop’s Office systems and processes align fully with those at the Diocesan Offices.
  • Maintaining a close link with archdeacons in areas of collaboration with the Bishop's office.
  • Offering and receiving holiday or sickness cover for the Diocesan Offices' administrative provision, as necessary.

General

  • Undertaking any other reasonable duties in line with experience and skills, as required by the Bishops of Guildford or Dorking and the Office & Facilities Manager.
  • Working collaboratively with the Diocesan Offices' administrative team, providing support to team colleagues, as and when needed.
  • Promoting and demonstrating effective and efficient working practices in line with developing technological changes, making recommendations for improvements as and when opportunities arise.

The Requirements

Experience

  • Extensive administrative experience in a professional environment, such as a large charity/public sector organisation.
  • Experience of office and facilities management, including management of service contracts.
  • Experience of pro-actively managing work and prioritising activities.
  • Evidence of working collaboratively with others in undertaking a responsible, administrative role.
  • Experience in handling highly confidential information with tact and sensitivity.

Skills

  • Exceptional written and oral communication skills, including the ability to adapt your style to suit different audiences.
  • Advanced IT skills, including expertise in PowerPoint, Excel, Word, Outlook and file management systems with the ability to adapt to new equipment, software, systems and processes.
  • Excellent organisational and planning skills, with the ability to respond flexibly to rapidly changing and conflicting priorities that impact staffing, resources and deadlines.
  • Tenacious approach to the delivery of high quality services and support.
  • Ability to solve problems through a pragmatic approach.
  • Proven attention to detail and accuracy.

Qualifications

  • Diploma level of education, or equivalent professional experience, knowledge and skills.

Behaviours

  • Ability to establish credibility and respect and build strong working relationships with a wide range of colleagues.
  • Good listening skills with an understanding and appreciation of different perspectives and the ability to respond appropriately.
  • Good levels of self-awareness and a commitment to professional development.
  • A commitment to our diocesan values, summarised as: Fostering Dignity, Building Community, Seeking Wisdom, Inspiring Hope.

Personal

  • In sympathy with the aims and mission of the Church of England.
  • A professional, positive and open manner.

Guildford is one of 41 dioceses that cover the whole of England. Our diocese straddles the North Downs, from tiny rural communities to the busy commuter towns, with areas of challenging social deprivation and great affluence. The area covers two-thirds of Surrey (including Egham, Banstead, Dorking and Farnham), parts of North East Hampshire (including Farnborough and Aldershot), one parish each in Sussex, and one in Greater London.

More than a million people live in the Diocese of Guildford and our churches are there for everyone; providing opportunities for young and old to pray, to explore their faith, to access support, to make a positive impact locally and globally, and to observe major life events such as a wedding, christening, confirmation or funeral. Our churches seek to be at the centre of every community, to reach out to those in special need, and to encourage all their members to grow into their full potential as children of God.

The diocese is made up of 159 parishes, with 83 church schools and several hundred social and community projects. The 212 church buildings see more than 25,000 people worshipping on an average Sunday, in addition to many thousands more of all ages who use those buildings or neighbouring church halls on weekdays for church activities and community clubs and meetings.

Each of our parishes is an independent charity, with their own leadership and governance structures, working together under the leadership of the Bishop of Guildford and his team, so as to make the very best use of our resources across the region.

Our vision as the Diocese of Guildford is to be a Transforming Church, Transforming Lives.