Administration Assistant, Bishop of Maidstone's Office

This job has now expired
Blindley Heath, Lingfield
Employee
£19,426.p.a

Our aim is for everyone in the National Church Institutions (NCIs) to feel that they belong, and are valued for who they are and what they contribute. Together, our people contribute in different ways towards our common purpose, whichever NCI they work in and whatever their background.

The purpose of this role is to deliver effective and professional administrative support to the ministry of the Bishop of Maidstone and the running of his office, working with other members of his staff team

The main responsibilities are:

Data management and recording:

  • Record and maintain information relating to parishes which pass resolutions under the House of Bishops’ Declaration; dioceses with which the Bishop interacts; and other parishes with which he liaises
  • Take a lead, in liaison with the Bishop’s PA, in developing the use of Contact Management Software (CMS) to enable record keeping to be improved and standardised;
  • Ensure all data is entered into the CMS accurately. Ensure records are kept up to date and in accordance with GDPR regulations
  • Work, in liaison with the Bishop’s PA, to consolidate information by using the CMS to replace existing records where appropriate
  • Undertake data collection tasks relating to the work of Bishop of Maidstone, as directed.

Undertaking regular ongoing projects of the Bishop’s Office:

  • Develop and maintain comprehensive filing systems, both digital and paper, that enable ready access to correspondence, information concerning people, organisations and groups. Ensure that files are maintained in compliance with the GDPR and with an eye to the need for confidential storage
  • Produce quarterly figures for the range and extent of the activities of the Bishop of Maidstone and his team
  • Maintain mailing lists to facilitate the Bishop’s regular communication with parishes and individuals seeking his oversight and collaboration, via newsletters, prayer updates, Christmas cards etc.
  • Work with the staff team to organise and publicise conferences and events, in particular regional meetings for those in the Bishop’s constituency at locations around England. Take responsibility for aspects of the administration of such events as directed by the Bishop’s PA
  • Assist with making necessary arrangements for the Bishop’s participation in meetings, services, seminars, conferences, interviews, in particular taking responsibility for providing him with the papers he needs for meetings such as the House and College of Bishops
  • Develop and maintain office systems, procedures, and records to enable the Bishop to work more effectively and his office to run more efficiently.

Smooth running of the Bishop’s Office:

  • Answer any query/contact that comes into the Bishop’s Office that is solely related to the administration of the above data management and ongoing projects
  • Ensure own email account is kept up to date
  • File emails/letters relating to the above ongoing regular projects and other work of the Bishop and his office
  • Summarise and raise with the Bishop or his staff team anything that requires their attention
  • Deal warmly and sensitively with telephone and email enquiries, especially at times when providing office cover in the absence of the Bishop’s PA. This will involve gaining an understanding of what sort of issues should be referred to the Bishop or another member of his team and of how to handle press enquiries, keeping the Bishop and his PA informed and asking for advice as appropriate
  • Develop and maintain relationships with all levels of colleagues within the staff team as well as third parties
  • Attend meetings with colleagues as required.

Other:

  • If required, assist with logistical arrangements for confirmations, ordinations and licensing's working under the direction of the Bishop’s PA and with the Bishop’s Chaplain who will handle liturgical arrangements
  • Carry out other administrative and secretarial duties from time to time as instructed by the Bishop or his PA.

The ideal candidate should have:

Skills / Aptitudes:

  • Ability to work effectively on your own as well as collaboratively and as part of a team
  • Proven administrative and computer literacy skills with experience of using MS Word, Outlook and Excel
  • Accurate typing
  • Experience in using and maintaining records and databases
  • Ability to present work appropriately with an accurate eye for detail
  • Good communication skills, both verbal and written, including a confident telephone manner
  • Good organisational skills
  • Ability to work under pressure and to deadlines
  • Ability to apply understanding, judgement and to handle sensitive information with discretion, maintaining confidentiality

Knowledge / Experience:

  • Administrative experience within an office environment
  • Experience of event planning and organisation
  • Experience of prioritising tasks and working in a flexible manner
  • Experience of process development and improvement
  • A proactive approach towards workload

Personal Attributes:

  • Adaptability, flexibility, determination, and initiative
  • Punctuality and good organisation
  • Multitasking capabilities
  • Self-motivated
  • Sympathy with the values of the Church of England and with the Diocesan Bishop
  • A flexible approach to working hours and duties whenever possible

Education:

  • Educated to ‘A’ level or equivalent standard or having an established track record of relevant experience
  • Good use of the English language both oral and written, including grammar, spelling and punctuation
  • An excellent standard of literacy
  • A good standard of numeracy.

Non-clergy staff will be automatically enrolled into the in the Pension Builder 2014 Pension Plan (PB2014) in line with legislation unless they choose to opt out. Clergy already in the Church

of England Funded Pensions Scheme (CEFPS) will have the option of either remaining in this scheme or joining the CAPF scheme.

Bishops Staff have an income protection insurance arrangement. To be eligible for cover under this policy an employee must be a member of the (PB2014) scheme. Please note that insurance cover is not necessarily automatic, and that underwriting may be required by the schemes in some instances (for example if you do not join the scheme at the first available opportunity or opt out of the scheme and subsequently re-join). Cover will be subject to any terms and conditions laid down by the insurance company.

As we are a member of the Armed Forces Covenant, we welcome all applications from those you 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.