Archdeaconry Administrator (Two Cities)

Posted 25 days agoExpires in 15 hours
London
Employee
26,390

At the London Diocesan Fund (LDF) we seek to do everything we can to support the mission and growth of the Church of England in London. The Archdeaconry of London covers the Two Cities of Westminster and the City of London. It is a diverse area, with many high-profile churches and institutions. The Archdeaconry seeks to support the almost 100 churches in the area in carrying out their Christian mission and we work in a way that is enabling, facilitating, innovative and always as a partner. The challenges of the area include, but are not limited to, an estate that consists of many heritage assets, the need to seize significant opportunities in a fast-moving environment, constant financial pressures and issues around transience and the pace of demographic change.

The Archdeaconry Administrator is a member of the Area Staff responsible for the efficient and effective running of the Archdeacon’s office. It requires a strong working relationship with the Archdeaconry Team, Bishop’s Office and other Area Staff as well as key external stakeholders such as local authorities, businesses, architects and similar.

This post holder will be responsible for providing management of facilities and a number of administrative staff.

Principal Duties and Accountabilities of the role:

General and Strategic Administration

  • With the Archdeaconry PA, supporting the work of the Archdeacon of London, the Archdeacon of Charing Cross and the Archdeaconry Operations Manager, as well as the Area Director of Mission to ensure the best possible outcomes for the work of the Archdeaconry office.
  • Administration for strategic development in the area – working with Dean of Mission on implementation plan and project tracking.
  • Manage events administration, including area conference and study days.
  • Ministry administration supporting the Area Directors of Ordinands and the Area Director of Ministry in tracking and supporting the processes for ordination candidates, Ministerial Development Review and Continuing Ministerial Development.
  • Working with the archdeacon’s PA to ensure that all Archdeacons’ visitations are set up and outcomes are recorded and tracked.
  • Attend the Bishop’s staff meeting (and any strategy group meetings) for all strategy, systems, and safeguarding related matters.
  • Liaise regularly with the bishop’s and archdeacon’s PAs to ensure that data and admin systems work consistently across the area.
  • Support administration of intern scheme and related duties as managed by Dean of Mission and Director of Ministry.
  • Ensure the highest possible quality of outward facing communication to parishes, clergy and external partners.

Clergy Admin / Blue Files (Area Administration)

  • Maintain a simple, accurate tracking and reminder system for DBS and safeguarding training to ensure all area clergy and LLMs (including Senior Staff team clergy, hon assistant bishops and PTOs) remain up to date.
  • To ensure all blue files are maintained in good order and contain the up-to-date relevant paperwork (copy of valid passport, Register of Ministers form, copies of PTO certificates, blue file front sheet up to date etc). Ensure files are moved into the archive when appropriate.
  • Management of paper and electronic Clergy files.
  • Regular management of the clergy DBS checks and safeguarding records.
  • To keep track of all fixed term and interim posts and make sure the Archdeacons are alerted say 6 months before the end of term.
  • To develop and oversee process for renewing PTOs (5 yearly task).

Database Admin (Area Administration)

  • Ensuring and maintaining accurate entries on the diocesan database (and including those categories as mentioned above re blue files) which includes correct information for Royal Peculiars and other anomalies.
  • Management of the CMS system and overseeing the reporting. (One superuser per archdeaconry).

Appointments

  • During a parish vacancy, ensure and record that PCC Unconscious Bias training is organised and delivered.
  • Produce a welcome pack for incoming incumbents (and other clergy appointments) and once the appointment is announced be the proactive point of contact for the appointee and the liaison with LDF departments to ensure smooth process.
  • Support the appointment process for new clergy, working with the Bishop’s PA who leads on this.

Communication

  • Prepare for the Area Bishop and Archdeaconry a regular Area mailing with information about current events and activities.
  • Regularly update the Two Cities clergy about developing clergy processes such as marriage after divorce, visiting clergy checks etc.
  • Refine and develop the flow of information from the Area Director of Mission role to the Bishops office around issues such as BAP candidates, ordinands.

DBS Checks

  • Responsibility for all monitoring Disclosure and Barring Service checks including renewals.
  • Monitor all safeguarding training systems for clergy and lay posts and ensuring, with the support of the archdeacon and bishop, that all are regularly renewed.
  • Ensure copies of the DBS and safeguarding training certificates are collected and placed on the blue files.

File Management (Project Management)

  • Facilitate a regular (small) working group to review shared electronic and paper records in the Area Office.

General Responsibilities

  • Close liaison with the Bishop’s Executive Assistant and Diary Secretary and the Archdeacon’s PA to ensure good administration of complex schedules across the Archdeaconry & Bishops offices.
  • Work alongside the Bishop’s office to maintain close relationships between the two offices for mutual support and sharing of work..
  • Overseeing administrative processes for the Two Cities Area (Visitations, QIs, CW Admissions etc) including a streamlined process to resolve the visitations backlog and the QI’s.
  • Liaising with Diocesan and other Area Staff, where needed.
  • Supporting the management of relationships with key external stakeholders such as film companies, the City of London Corporation and potential hirers.
  • Collation and preparation of seasonal Area Mailings (including Christmas Cards).
  • Coordination of the parish annual returns both Mission Statistics and financial.
  • Administratively support parish administrators and elected parish officers and church wardens.
  • Ensuring a coordinated approach to managing facilities at The Old Deanery, working closely with others who work at The Old Deanery.
  • Assist with the events coordination within The Old Deanery household including sometimes arranging furniture, helping provide refreshments.

Support to the Bishop’s Office

  • Support the Bishop’s office with administrative tasks for confirmations, ordinations and other events.
  • Preparation of paperwork for the Bishop for Area Meetings, and obtaining clergy clearances from other dioceses for visiting celebrants and preachers.

Support for Archdeaconry Operations

  • Ensure a coordinated approach to managing facilities at The Old Deanery working closely with others who work at The Old Deanery.
  • Support faculty processes, as required, including clerking the bi-weekly Permissions Meeting and maintaining the Archdeaconry Actions Tracker spreadsheet.
  • Administer the contracting of consultants (e.g., surveyors) by the Archdeaconry Team.

Financial Administration

  • Oversee and regularly provide updates on the archdeaconry budget.
  • Similar administration for other funds of the Archdeaconry.
  • Support the Clerk of the City Churches Grants Committee in preparation of papers, administration of grant applications and payments from the CCGC.
  • Administer the petty cash and support the Archdeaconry PA with the management of expenses of the Archdeaconry team.

Filming in Churches

  • Assist parishes with the process of obtaining faculties for filming.

Experience, knowledge, training and qualifications

Essential
  • Administrative experience and efficiency, especially in coordinating diary meetings and events management including the scheduling and prioritising of tasks.
  • Database management experience.
  • Experience of managing processes within an Anglican Church setting.
  • Experience of facilities management.
  • Organised with a structured, methodical approach to problem solving.
  • Strong communication skills, verbal and written.
  • Ready to accept challenges and provide solutions as needed.
  • Experience of working within the structures of the Church of England (e.g.; previous experience working for an Archdeacon and/or Bishops).
Desirable
  • Administrative experience of arranging and overseeing large training courses.
  • Knowledge and use of training booking systems such as Eventbrite.

Aptitudes and abilities

Essential
  • IT efficient and familiarity with Microsoft Office.
  • Good verbal and written communication skills.
  • An awareness and enthusiasm in the use of social media as a communication tool currently including for example, Twitter, Facebook, LinkedIn.
  • Awareness of, and ability to respond to competing priorities.

Personal attributes

Essential
  • Ability to work enthusiastically in support of the aims and ethos of the Church of England, and the Diocese of London’s Capital Vision 2020.
  • Ability to remain calm under pressure.
  • Ability to work flexibly over a wide range of tasks.
  • Flexibility to occasionally work outside of normal working hours.
  • An eye for detail and an ability to anticipate what needs to be done.
  • Good interpersonal and social skills.
  • Ability to work with others but also independently when required.
  • Ability to be discreet and confidential.
  • Sound judgement and self-awareness.

The LDF exists to support the mission of the Church of England in London. The principal activity of the London Diocesan Fund is to operationally and practically serve and support the parishes and people within the Diocese of London, enabling the vision that every Londoner will encounter the love of God in Jesus Christ.