Personal Assistant

This job has now expired
Church House Guildford, 20 Alan Turing Road, Guildford
Fixed Term Full Time
Competitive salary with generous pension provision

We are currently seeking a highly competent and professional Personal Assistant to work alongside the Archdeacon of Surrey to provide comprehensive administrative and clerical support. You will work closely with the Personal Assistant to the Archdeacon of Dorking. You will be the first point of contact for the office, you will be responsible for presenting a positive image of the diocese and Christian faith at all times

This is a great opportunity if you have a passion to serve with integrity and the desire to use your initiative to ensure the efficient running of my schedule and office. Your strong organisational and planning skills will enable you to prioritise confidently and will be matched by your willingness and ability to adapt to changing priorities. In terms of your personal values, you will be in sympathy with the aims and mission of the Church of England.

Job Purpose

  • To provide comprehensive and professional administrative, secretarial and clerical support to the Archdeacon.
  • To be a primary point of contact for the Archdeacon’s office, being a strong advocate for the Christian faith, the Diocese and the Archdeacon at all times.

PA support

  • To manage the Archdeacon’s calendar and appointments in an accurate and efficient manner, ensuring that he/she is in the right place at the right time with all the relevant documentation.
  • To highlight and address potential conflicting priorities in a busy environment where appointments are subject to constant changes.
  • To provide high quality support to the Archdeacon in preparation for key meetings and forums, including the collation of relevant paperwork in good time ahead of meetings, creating agendas, writing up and distributing minutes, highlighting actions and ensuring that actions are carried out.
  • To provide administrative support relating to clergy appointments.
  • To respond proactively to enquiries and queries addressed to the Archdeacons’ office, following these up with the appropriate action or handing them over to another appropriate person for action.
  • To manage visitors to the Archdeacon’s office, providing hospitality and a warm welcome.
  • To provide administrative support relating to the Archdeacon’s involvement in any Church of England committees. On occasion this might include research on the web, or elsewhere, on topics relating to the Archdeacon’s ministry.
  • To maintain appropriate discretion and confidentiality at all times in relation to the Archdeacon’s work and life.
  • In the Archdeacon’s absence, to judge where to act and what to leave, or to whom to refer queries.

Office Administration

  • To manage all calls, correspondence and emails, using initiative to respond and, where appropriate, to draft responses or re-direct queries to the appropriate individuals.
  • To be responsible for the logistics for key events and meetings, including room bookings, travel arrangements, confirmation of meeting dates to all those involved.
  • To maintain efficient, accurate and up-to-date electronic and paper-based filing systems.

General

  • To undertake any other reasonable administrative or PA duties as requested by Archdeacon.
  • To contribute willingly and enthusiastically to ad hoc projects which reflect the needs of the Archdeacons’ offices

Qualifications

  • At least ‘A’ level standard of education (E)
  • Diploma level in secretarial or administration, or a degree in some other (unrelated or related) field (D)

Experience

  • Experience in providing professional PA and administrative support at a senior level. (E)
  • Experience of proactively managing schedules and correspondence. (E)
  • Demonstrate the ability to prioritise confidently and to handle matters confidentially (E)
  • Experience of working in a ministerial context or in the charity sector. (D)

Knowledge

  • Understanding of the Church of England and its structures. (E)

  • A knowledge of the area and systems of the Diocese of Guildford. (D)

  • A familiarity with the language of theology and liturgy. (D)

Skills

  • Strong interpersonal skills – effective at building good working relationships with a wide range of people. (E)
  • Excellent communications skills, both verbally and in writing. Highly professional telephone manner. (E)
  • Ability to articulate messages clearly and tailored appropriately for different audiences. (E)
  • Good organisational and planning skills, working to a high standard of accuracy and attention to detail. (E)
  • Ability to prioritise workloads. (E)
  • Confident and competent in the use of technology. Advanced IT skills, including good working experience of Outlook, Word, Excel (E)
  • Confident with social media and an understanding of its uses. (D)

Area, People and Community

The Diocese of Guildford covers the western two-thirds of Surrey and a significant area of North-East Hampshire. It also includes one parish in a London borough and one in rural West Sussex. In the northeast, it is largely suburban, but moving south and west, there are a number of distinct towns and numerous villages. This part of the diocese has a rural feel, but good road and rail links to London and elsewhere mean that there is much commuting within these areas.

Taken as a whole, the diocese has the lowest average IMD (Index of Multiple Deprivation) in England, but the picture is not uniform. Throughout the area there are tight pockets of deprivation, enclosed within housing estates or even within a few streets, with high levels of child poverty, low income, poor mental health and other significant problems. Often they are adjacent to affluent areas that camouflage the extent of need, driving down the statistics and diverting public funds to areas of more widespread poverty in other parts of the country.