Assistant to the Archdeacon of Exeter

Posted 14 days agoExpires in 8 days
The Cloisters, Exeter
Employee
£22,846.00 per annum FTE

An exciting opportunity has arisen for an experienced administrator to work with the Archdeacon to provide an efficient and effective administrative and organisational support service that promotes effective communication internally and externally with archdeaconries, deaneries, parishes and key stakeholders.

Relationship Building

  • Provide a discreet, courteous and efficient first point of contact for all communication to the Archdeacons, showing sensitivity and tact.
  • Build understanding and effective relationships with clergy, parochial officers, the Bishop’s Staff and Diocesan Staff.
  • Build and maintain a close working relationship with the Archdeacons and clergy in the Archdeaconry areas.
  • Alert Archdeacons and clergy to emerging issues and work collaboratively in resolving them.
  • Serve as a collaborative member of the Archdeacons’ teams, providing support where necessary.
  • Work collaboratively with assistants to the Archdeacons of Plymouth & Totnes and Barnstaple to provide support and a point of external contact for the four Archdeacons collectively.

Administration Support

  • Provide high quality support to the Archdeacon; a discreet, courteous, efficient and informative first point of contact for clergy and lay officers.
  • Receive and prioritise a wide range of enquiries by phone, email and post, drafting responses or redirecting/liaising with the Archdeacons as necessary.
  • As part of the team of Archdeacons’ Assistants, ensure that cover for telephone and email response for the four Archdeacons is provided across all working weekdays in the year.
  • Manage the Archdeacon’s diary in Outlook and liaise with the Bishop’s senior staff, their assistants and diocesan employees as necessary.
  • Ensure that the Archdeacon has the background information they need on a weekly basis: maintain an efficient system for tracking papers and ensure that all papers for meetings are gathered together.

Vacancy Management and Common Tenure administration

  • Set up initial meetings between parishes and the Archdeacon, liaise with parishes over their profiles (In consultation with the Archdeacon).
  • Contact with Patrons as necessary.
  • Draw up advert & upload to the diocesan website and arrange for advertising on the Church of England website and when required liaise with Church Times (in consultation with the parishes) and such other media as may be from time to time required.
  • Respond to any other information requested by prospective candidates.
  • Liaise with the parish representatives over programme for the interviews including any orientation day.
  • Take up candidate references after shortlisting.
  • Invite successful candidate to complete online DBS application, carry out DBS ID checks, complete & submit the application.
  • Ensure relevant information is retained re UKBA requirements.
  • Draft Statement of Particulars & Role Description for newly appointed candidates in line with their post.
  • Draft Statement of Particulars; for newly ordained clergy, for licensed and for clergy whose appointment has changed.

Information Management

  • Work as part of a team to process Disclosure and Barring Service checks, including completion of online DBS applications as required.
  • Use appropriate IT packages to keep the national clergy register up to date in line with current legislation.
  • Archdeacon’s Visitations: administer the process with the relevant paperwork between the Archdeacon’s office and the parish hosting Visitations. Deal with any queries arising and prepare for the Visitation services. Attend Visitation services to ensure attendance lists are completed and to deal with any administrative matters arising.
  • Articles of Enquiry and PCC forms: Follow up returns and any actions arising.
  • Keep accurate notes, correspondence and records, and place on file as appropriate.

Qualifications and Training

Essential

  • Professional experience and relevant qualifications and/or education to ‘A’ level.
  • Good secretarial and typing skills.

Desirable

  • First Aid at work qualification.
  • Audio typing skills.

Experience

Essential

  • Experience of providing administrative support within a diverse working environment.
  • Proven organisational skills with attention to detail and accuracy, using initiative to plan and prioritise workload from two Archdeacons; determining which piece of work needs to be completed first and responding flexibly to circumstances.
  • Experience of working as a key member of a team demonstrating good interpersonal skills and a collaborative style of working.

Desirable

  • Experience of committee administration
  • Experience of establishing and maintaining systems- setting up paper based and electronic filing.
  • Experience working in charitable or similar organisation.

Technical

Essential

  • Excellent oral communications and a professional telephone manner.
  • Able to communicate effectively with a broad range of people, providing accurate and timely responses/advice.
  • Good written communication skills; able to articulate concepts accurately and succinctly.
  • Numerate with financial knowledge and related skills
  • Advanced IT skills, including knowledge of Microsoft Office: Word, Excel, Outlook, PowerPoint, Microsoft Teams and Zoom.
  • Willingness and aptitude to learn to use new technology to support the work of the Archdeacons.

Desirable

  • An understanding of the parish system and the wider organisation of the diocese.
  • Knowledge of the MS Office 365 suite of programs, including MS Teams.