Correspondence Officer

This job has now expired
Lambeth Palace, London
Employee
£26,954 - £28,983 per year (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.

As a nationally and internationally significant religious leader, the Archbishop of Canterbury receives thousands of letters, emails, invitations and phone calls from members of the public every year, each of which needs to be carefully examined and an appropriate response given and recorded. The Correspondence Team process and log all correspondence from official communication to questions and queries from the general public covering a rich diversity of topics and subjects, ensuring each correspondent receives a helpful, gracious and timely response.

As such, the way the correspondence operation is delivered and managed is essential to the witness and ministry exercised by the Archbishop. It requires a high degree of wisdom, judgement, communication, emotional intelligence, diplomacy, confidence, attention to detail and collaboration to ensure correspondents feel they have been responded to graciously.

This post gives an excellent opportunity to work in a small, friendly, busy office, in unusual and pleasant surroundings. The employees at Lambeth Palace work as a small and close-knit team, supporting each other at busy times with flexibility and good humour.

As Correspondence Officer, you will assist with the effective delivery of the correspondence operation by processing, logging, distributing and responding to the Archbishop's correspondence, in line with agreed objectives and strategy contributing to the ministry of the Archbishop. You will also provide wider support to the correspondence operation in the Archbishop of York’s office.

To be successful, you will need experience of handling and drafting correspondence or papers for senior managers and of demonstrating a high level of attention to detail when processing data. Excellent communication skills including accurate spelling, punctuation and grammar and the flexibility to adapt quickly to change, are all essential for this post.

The Church of England is for everyone and we want to reflect the diversity of the community the Church serves across the whole country. This is a priority for Archbishop Justin. Therefore, while of course we welcome all applications from interested and suitably experienced people, we would particularly welcome applicants from UK Minority Ethnic Backgrounds and disabled people.

You will be office based at Lambeth Palace, due to the nature of this role. Flexible working hours may be considered and it may also be possible to work remotely for one day a week, subject to agreement.

A comprehensive and supportive induction programme will be put in place to ensure that you have all the information, access and contacts required to learn quickly and excel in this role.

Interviews will be held on the 11th February 2022.

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.

The Role

  • Processing the Archbishop’s large volume of correspondence: receiving, opening, logging and distributing letters and emails.
  • Drafting and sending replies to correspondence either as unique letters or tailoring standard replies in line with agreed objectives.
  • Being innovative in the approach to the systems and processes we employ, always looking for new and better ways to improve how we work.
  • Assisting with the compilation of statistics and reporting on volume and trends within correspondence, including preparing regular and occasional reports.
  • Receiving telephone calls from the public, responding to public enquiries, compliments and complaints, and ensuring that any subsequent action is taken.
  • Supporting the Correspondence Manager, Records Officer, and IT Department in the development and maintenance of systems for the efficient handling of the Archbishop’s correspondence.
  • Using a range of office software, including email, spreadsheets and databases to carry out the work of the Correspondence Team.
  • Engaging in research projects as necessary and requested.
  • Covering for the Correspondence Manager as necessary during absence, within agreed limits.
  • Assisting with franking and post handling ensuring outgoing mail is ready for daily collections.
  • Contributing positively to a working environment that is professional and effective but also good-humored and fun.
  • Assisting the Correspondence Manager with the compilation of the Archbishop of Canterbury’s Official Christmas Cards.
  • Assisting the Correspondence Manager with administrative tasks associated with Subject Access Requests.
  • Working as part of a new Office of the Archbishops across teams at Lambeth Palace and Bishopthorpe Palace, supporting other colleagues where necessary.
  • Other duties as may be requested from time to time, including project-based work.
  • All employees working at Lambeth Palace share responsibility to promote and maintain a strong safeguarding culture with regard to children and vulnerable adults, including identifying the key actions they should take given their role and responsibilities.

The Requirements

Essential

Skills/Aptitudes:

  • Strong interpersonal and diplomatic skills, with the ability to deal with people at all levels.
  • An excellent command of English, including accurate spelling, punctuation and grammar.
  • High attention to detail including a high standard of accuracy when processing data.
  • Attention to detail and a methodical approach to both routine and more complex tasks, including a willingness to follow procedures precisely.
  • Sound judgement and understanding in dealing with complex matters across a wide range of issues.
  • Emotionally intelligent, with an understanding and concern for others, with the ability to sometimes take a neutral view of emotive and distressing issues.
  • Strong analytical skills with the ability to absorb and retain large quantities of new information.
  • Ability to exercise initiative and work calmly under pressure to meet competing deadlines.
  • Ability to maintain confidentiality in dealing with sensitive and confidential issues.
  • Assertive telephone manner, with the ability to deal with external stakeholders in a courteous and appropriate manner.
  • Flexibility to adapt quickly in response to change.
  • Awareness of and interest in complex national and international politics and societal issues, particularly where they relate to the ministry of the Archbishop of Canterbury.
  • An interest in, and knowledge of, the ministry to which God has called the Archbishops of Canterbury and York, and the ministry Church of England generally.
  • A high degree of personal resilience to the volume and content of correspondence received.

Knowledge/Experience:

  • Experience of handling and drafting correspondence or papers for senior managers.
  • Excellent IT/computer skills including experience of Microsoft Word, Outlook, Access and databases.
  • Experience of using CRM/database systems.

Personal Attributes:

  • Willing to support colleagues in order to maintain the efficient running of the office and the wider Lambeth Palace and Office to the Archbishops teams.

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.