PA and Business Support Manager

This job has now expired
London
Employee
£38,331 - £41,216 (after probation)

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 National Safeguarding Team (NST) provides professional advice to the Church of England on matters of national policy as part of its wider transformation plan, which includes the development and implementation of national training, quality assurance and audit, and work with survivors. The NST also leads complex casework and supports dioceses in their safeguarding of children and adults.

This is an excellent opportunity to lead on the provision of high-quality business and office management support to the Safeguarding Director and National Safeguarding Team.

As PA and Business Support Manager, you will contribute to information sharing, future planning and problem solving, providing strong leadership and a role model for others within the team.

Taking responsibility for the delivery of key business priorities, including effective line management and prioritisation of projects within the administration team, you will ensure project management business support is available for high profile projects including Safe Spaces, National Casework management system, and the implementation of IICSA recommendations.

By providing high level administration support, you will give capacity to the safeguarding specialists within the team. This will include overseeing the induction of all employees, refining business processes, financial authorisation, and being the public facing response for safeguarding.

We are taking a flexible approach to work, with many colleagues opting for a hybrid approach to their working week, with a mixture of home and office-based working. Further details will be discussed at interview.

We would like to hear from you if you have the ability to learn quickly and the motivation and commitment to give to this post.

For an informal conversation please contact zena.marshall@churchofengland.org

Interviews will be held on the13th and 14th December 2021.

In return we offer a unique environment with opportunities for continuous learning, generous annual leave for work life balance, season ticket loans and a range of benefits including discounted entry to attractions and what we feel is a market leading package when it comes to our pension scheme.

MAIN RESPONSIBILITIES

Business Support and Office Management

  • Direct leadership, review and management of the administration team including development of the team to the required standard.
  • To lead on the coordination of NST leadership team meetings and to attend to report on key information and contribute to team planning.
  • To oversee and manage a coherent administrative service to support the rapid growth of the NST and its projects and workstreams, including effective deployment of priorities and responsibilities of the team.
  • Responsibility for the management of non-salary financial processes on behalf of the Director, liaising with key colleagues regarding office expenditure, informing the senior team of any issues, maintaining all budget documentation, and monitoring and reporting on expenditure periodically. Review, develop and streamline administrative processes such as invoice payment arrangements, as well as creating new processes to ensure efficient and accurate protocols including procurement are in place.
  • To lead on reviewing and developing business systems, including creating new systems to support the needs of the whole of the NST, for example office systems and case work management systems.
  • To have oversight of and manage the on-boarding of new team members including desk risk assessments as well as the appropriate processes for leavers, in liaison with the HRBP and senior management, to establish and maintain induction materials.
  • Oversight of key NST meetings to ensure they are organised and facilitated appropriately, including communications with key stakeholders and any offsite visits or travel. Ensuring the admin team are creating minutes up to the required standard and papers are appropriately collated and distributed. Including internal team meetings and team-building events.
  • To have oversight of the planning and co-ordination of national events led by the National Safeguarding Team e.g. diocesan safeguarding advisor days and the annual national Safeguarding conference.
  • To lead on the production, formatting and publication of National policy and practice guidance, in liaison with the Deputy Director of Development.
  • To have oversight of the collection and collation of information and data from consultation activities, annual data returns and audits.
  • To work with other NCI departments, such as HR, IT Services, Office Services and Finance teams to ensure the NST is up to date with current NCI processes.
  • To lead on the maintenance of the National Safeguarding webpage and portal, in liaison with the Communications Officer.
  • To lead on ensuring the NST is GDPR compliant and managing processes in relation to data breaches.
  • To hold responsibility for reviewing and sending out communications to the national church, governing bodies and other external parties as required on behalf of the Director and NST, in liaison with the Deputy Director of Communications.
  • To effectively oversee the casework inboxes and duty telephone calls and quality assure the responses given by the administrative team as well as ensuring that the team are trained and well-equipped to receive disclosures of abuse.
  • To lead on recruitment processes for the NST in liaison with the recruitment BP and HRBP and to be the point of contact for survivors who are part of an interview panel.
  • To lead on the coordination and organisation of safeguarding governance groups such as the National Safeguarding Steering Group and National Safeguarding Panel in liaison with the Lead and Deputy Bishops of Safeguarding and the Independent Chair of the Panel.
  • To manage and review the physical environment in which the NST works in, in liaison with Office Services, to ensure the appropriate space and equipment is made available for the needs of the team.

PA

  • To provide high level executive support to the Safeguarding Director and other senior team members as required, including file, mailbox and diary management, writing and reviewing documents, and sending key communications to internal and external stakeholders.
  • To have oversight of travel and hotel arrangements in liaison with the Team PA and other support team members.

General

  • To ensure that there is a good quality customer service response to a range of different stakeholders including senior clergy, survivors and safeguarding professionals.
  • To work positively and inclusively as part of the team and take a proactive approach to personal development.
  • Identify areas for improvement and change. Continuously seek to make processes and team operations more efficient. Work with other members of the whole team.

THE REQUIREMENTS

Skills/Aptitudes:

  • Management skills – oversee and lead administration function and ability to develop the team.
  • Proven track record in managing complex travel arrangements.
  • Experience of managing budgets and experience of financial systems such as SAP.
  • Influencing and negotiating skills.
  • Proven track record in delivering with a high degree of accuracy.
  • Ability to communicate effectively, both orally and in writing.
  • Enthusiastic, organised, flexible and able to prioritise.
  • High resilience with the ability to work under pressure, often to changing and competing demands.
  • Ability to work autonomously, use own initiative and make decisions.
  • Evidence of a high level of administrative and organisational ability including document management skills and complete understanding of the full Microsoft Office suite (e.g. Outlook, Word, Excel, PowerPoint).

Knowledge/Experience:

  • Proven track record in providing executive support to senior management including experience of minute taking and drafting correspondence.
  • Policy work including research and drafting.
  • Experience of dealing with enquiries from members of the public.
  • Evidence of dealing with confidential and sensitive material.

Personal Attributes:

  • Self-motivated, proactive and committed to achieving results.
  • Leadership qualities and the ability to command the respect of others.
  • Collaborative and collegiate in approach.
  • Flexible in order to meet the demands of the post.
  • Excellent interpersonal skills including the ability to establish positive working relationships with senior stakeholders and to represent the Safeguarding Director to external partners.
  • Operates with discretion and integrity – ability to be trusted with confidential information and a sound ambassador for the NST.
  • Ability to deal sensitively and professionally with survivors and other vulnerable groups.
  • An understanding and empathy with the structure and culture of the Church of England.

Education:

  • A-level or equivalent.

Disclosure & Barring Service (DBS) Requirements:

  • This role will require a basic DBS check.

We in the National Church Institutions support the mission and ministries of the Church all over England. We work with parishes, dioceses (regional offices), schools, other ministries and our partners at a national and international level.

Excellence, Respect, Integrity

We follow these three values in everything we do, whether we are of Christian faith, another faith or no faith. To learn more about working for National Church Institutions and our benefits, please click here

As a Disability Confident Leader, we actively look to attract, recruit and retain those of you who are disabled.

As a member of the Armed Forces Covenant, we welcome applications from those of you who have served in our Armed Forces and their families.

We are committed to being an equal opportunities employer and to ensuring that everyone, job applicants, customers and other people with whom we deal, are treated fairly and not subject to discrimination. We will do whatever is necessary to provide genuine equality of opportunity. We continuously review our policies and processes to support our aim to create a workforce as diverse as the nation the Church of England serves..