Archdeaconry Administrator (Two Cities)

This job has now expired
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 serves the Cities of London and Westminster. 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 other members of the Archdeaconry Team, the Bishop’s Office, the Area Director of Ministry and other Area Staff as well as key external stakeholders such as local authorities, businesses, architects and partner organizations.

This post holder will be responsible for providing some management of facilities.

Principal Duties and Accountabilities of the role:

General and Strategic Administration

  • 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.
  • 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 as well as helping organize area conference and study days.
  • Working with the Archdeacon’s PA to ensure that all Archdeacons’ visitations are set up and outcomes are recorded and tracked.
  • Liaise regularly with the Bishop’s and Archdeacon’s PAs to ensure that data and admin systems work consistently across the area.
  • 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.
  • 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.
  • Support implementation of new Digital Church Platform for Visitations.
  • Supporting the management of relationships with key external stakeholders such as film companies, the City of London Corporation and potential hirers.
  • Coordination of the parish annual returns both Mission Statistics and financial.
  • Administratively support parish administrators and elected parish officers and church wardens.
  • Assist with the events coordination within The Old Deanery household including sometimes arranging furniture, helping provide refreshments.

Clergy Admin (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 develop and oversee process for renewing PTOs (5 yearly task).
  • Ensuring and maintaining accurate entries on the diocesan database.

Appointments

  • 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 a smooth process.

Communication

  • Prepare for the Area Bishop and Archdeaconry a regular Area mailing with information about current events and activities.
  • Ensure the highest possible quality of outward facing communication to parishes, clergy and external partners.

DBS Checks

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

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

  • Support faculty processes for the property department and film requests. Maintain spreadsheet tracking this.
  • Administer the contracting of consultants (e.g: surveyors) by the Archdeaconry Team.

Financial Administration

  • Oversee, track and provide updates on the archdeaconry budget and other funds. (Move to general responsibilities.

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 facilities management.
  • Organised with a structured, methodical approach to problem solving.
  • Ready to accept challenges and provide solutions as needed.
Desirable
  • Experience of managing processes within an Anglican Church setting.
  • Experience of working within the structures of the Church of England (e.g.; previous experience working for an Archdeacon and/or Bishops).
  • Administrative experience of arranging and overseeing large training courses.

Aptitudes and abilities

Essential
  • IT efficient and strong Microsoft Office skills.
  • Strong communication skills, both written and verbal.
  • Ability to work flexibly over a wide range of tasks and prioritise accordingly.

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.
  • 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.