Team Administrator

Posted 16 days agoExpires in 4 days
Canterbury
Employee
£23,000 pa plus excellent benefits

As the lead administrator for a key diocesan support team, you will provide vital senior administrative support that enables the planning and co-ordinating of all team activities to ensure that processes run smoothly and competently.

Lead Team Administrator
Canterbury, Kent
£23,000 pa plus excellent benefits
​35 hours per week

The Lead Team Administrator is a crucial role at the Diocese, as you will provide senior administrative support to enable the planning and co-ordinating of all team activities, in order to serve our member schools, churches and children and young people effectively.

Reporting to the Deputy Director of Education and primarily working within the Children, Schools and Young People team, you will also provide Executive Assistant support to the Director and senior officers, managing stakeholder related meetings and relevant workstreams. This includes managing diaries, schedules and communications, along with taking accurate and comprehensive minutes or notes and following up on agreed actions.

As Lead team Administrator you will act as first point of contact for the team, ensuring that all processes run smoothly and competently, and that all enquiries are managed efficiently and effectively.

  1. Provide administrative support for all areas of the team’s work and ensure tasks, record keeping, and statutory responsibilities are completed in a competent and legally compliant manner.
  2. Provide Executive Assistant support to the Director and/or senior officers as required, managing diaries, schedules and communications, maintaining records and monitoring appointments.
  3. Provide support as a key first point of contact for the team’s work via phone and department mailboxes. Ensure all queries are answered in good time, using internal experts and team colleagues for advice if necessary.
  4. Provide administrative and communication support for assigned committees and linked companies (as appropriate) by compiling papers, liaising with venues, chairs, attendees, team members and key stakeholders, taking accurate and comprehensive minutes or notes and following up on agreed actions.
  5. Support the finance functions and responsibilities of the team by liaising with external partners, managing purchase orders, invoices and expenses and monitoring spending, in order to inform financial reporting and make budget recommendations to the Director.
  6. Support team members in all aspects of document handling from both internal and external sources. This includes preparation, collation, drafting and storing of documents including making use of agreed templates, applying changes, reading minutes and escalating issues, re-drafting and preparing documents, keeping records in line with GDPR principles.
  7. Maintain database and filing systems, ensuring processes and software are up to date and requesting development work as needed
  8. Lead on key workstreams as directed and assist with specific projects, research and communications as required by team officers.
  9. Proactively monitor and update team webpages on a regular basis, working with key stakeholders to capture and promote information.
  10. Any other reasonable duties as required to support the Diocese, its programme of works and its support teams.

Educated to a good standard, you should have first class administrative and customer service skills, along with substantial interpersonal, communication and organisational abilities.

Experience of minute taking and excellent report writing abilities are essential, along with a background of working with and influencing a wide range of people at all levels of an organisation. Knowledge of basic database management is crucial, whilst experience of providing Executive/Personal Assistant support to senior managers would be desirable.

Working in our central support service team, it would be beneficial but not essential for you to have an understanding of how the Church of England is structured along with an interest and empathy in the work and mission of the Canterbury
You will be required to travel across the Diocese for meetings, so the ability to travel to remote locations and work flexibly is a necessity.

Closing Date: 1 November 2021
​Interviews: 10 November 2021

Canterbury Diocese is the oldest diocese in England, stretching from Maidstone to Thanet, the Isle of Sheppey to the Romney Marsh. We have 350 miles of coastline with historic ports and seaside resorts, alongside rural communities, market towns and commuter-belt urban developments. Affluent areas often sit alongside pockets of major deprivation, offering an exciting and challenging mission context.

At the heart of all we do is a vision of transformation for ourselves and our communities: no one can encounter God and remain unchanged. In the Diocese of Canterbury, we want to increasingly become a Christian community transformed through encounter with Christ, growing and overflowing to transform and bless the families, homes and communities we serve: Changed Lives, Changing Lives.