Executive Assistant to the Bishop of Dover (Operations and Finance) - Canterbury

Posted 11 days agoExpires in 9 days
Canterbury
Employee
£31,500 per annum

Canterbury Diocese is the oldest diocese in England, stretching from Maidstone to Thanet, the Isle of Sheppey to the Romney Marsh. We have 350 miles of coastline with historic ports and seaside resorts, alongside rural communities, market towns and commuter-belt urban developments. Affluent areas often sit alongside pockets of major deprivation, offering an exciting and challenging mission context.

The Bishop of Dover, Bishop Rose Hudson-Wilkin, holds the additional title of "Bishop in Canterbury" and is empowered to act almost as if the Bishop of Dover were the diocesan bishop of Canterbury, since the actual diocesan bishop, the Archbishop of Canterbury, is based at Lambeth Palace in London, and thus is frequently away from the diocese, fulfilling national and international duties.

Bishop Rose has many competing demands on her time and availability as the only bishop working day-to-day in the Diocese. She also has a high profile nationally and internationally due to a high level of interest in England’s first female black bishop.

The post of Executive Assistant (Operations and Finance) to the Bishop of Dover is a senior administrative post directly responsible for managing much of the day-to-day work of the Bishop’s office. In addition to working with the senior staff and their administrative teams, the Executive Assistant (Operations & Finance) will work closely with the senior staff at Lambeth Palace in relation to prioritising the commitments of the Archbishop of Canterbury when in the diocese.

As Executive Assistant (Operations and Finance), you will need to have or be able to quickly develop a thorough knowledge of the many facets of a Bishop’s role and of the workings of the Diocese of Canterbury and the Church of England more widely.

You will have excellent administrative, office management and diary management skills, with the capacity to understand and operate formal and legal processes whilst being proactive and anticipate issues, ensuring positive outcomes without executive authority.

You will also be an excellent communicator with the capacity to develop and maintain good relationships with a wide range of individuals and organisations.

This role is offered on a full-time, permanent basis.

For an informal conversation about the role, please contact Revd Richard Braddy (Chaplain to the Bishop of Dover): richard.braddy@bishcant.org

Interviews are expected to be held on Thursday 16th June and Friday 17th June.

MAIN RESPONSIBILITIES

  • Act as Office Manager to the Bishop overseeing all elements of the day-to-day operations to enable a high performing secretariat service in partnership with the Bishop’s Chaplain.
  • Proactively assess and prioritise the Bishop’s needs in order to provide highly effective senior organisational and administrative support to meet the wide-ranging responsibilities of the position.
  • Provide capacity support for the Bishop by acting as the first point of contact for handling all correspondence to the office. This includes triaging responses, decisions and action plans in liaison with the Bishop’s Chaplain as required.
  • Draft responses for the Bishop to send (or where appropriate respond to correspondence on the Bishop’s behalf) whilst constantly ensuring that the Bishop only deals with high priorities or matters that require their attention.
  • Coordinate the clergy appointment processes within the diocese in accordance with the relevant measures, guidance and regulations working collaboratively with the Bishop’s Chaplain.
  • Work in close liaison with the archdeacons and the Registrar over issuing licences as required and ensure safer recruitment processes are followed in partnership with the Safeguarding Team and the Disclosure and Barring Service.
  • Lead on the management and monitoring of the finance functions and responsibilities of the Bishop’s Office by liaising with external partners; managing purchase orders, invoices and expenses and monitoring spending, in order to inform financial reporting and make budget recommendations to the Bishop.
  • Maintain the confidential ‘blue’ clergy files for all clergy (both active and retired), develop and maintain highly effective electronic and paper filing systems, financial data, databases and other records storage in line with Safeguarding and GDPR principles.
  • Provide administrative support for assigned committees and meetings that the Bishop attends as appropriate. This includes compiling and disseminating papers or communications; liaising with venues and key stakeholders; taking accurate and comprehensive minutes or notes; and following up on agreed actions.
  • Establish, maintain and improve ways of working and information flow including liaising with the bishop’s staff, Diocesan Offices; other bishops, dioceses and clergy nationally; the Bishoprics and Church Commissioners.
  • Build excellent working relationships with all those with whom the Office comes into contact by responding to a wide range of enquiries in a warm and friendly manner either in person or by directing enquirers to the appropriate sources of information.
  • Assist in arranging official hospitality by the archbishop or bishop as required and share in welcoming visitors to the Bishop’s Office.
  • Undertake other appropriate duties as commensurate with the role as requested by the Bishop.

This list is not exhaustive and is intended to reflect your main tasks and areas of work. More details about the main duties and responsibilities of your post are outlined in your job description attached further down.

PERSON SPECIFICATION

  • Significant demonstrable experience as a highly performing administrator/executive assistant/office manager in working with senior members of staff.
  • Demonstrable experience of providing Executive/Personal Assistant support to senior staff. Proven interpersonal skills with the ability to quickly establish and maintain excellent working relationships with officers/post holders and other key stakeholder groups.
  • Strong communication skills, both oral and written including excellent report writing skills.
  • Proven stakeholder management skills to manage competing demands and conflicts whilst maintaining productive working relationships.
  • Experience of monitoring a budget and associated reporting and record keeping.
  • Demonstrates thinking ahead, managing time, priorities and developing structured and efficient approaches to delivers work on time and to a very high standard.
  • Proven experience of researching and producing high quality written reports, letters, briefings, presentations and information suitable for a range of audiences with a limited brief.
  • Proven proof reading and minute taking skills at a high volume.
  • The ability to present information in a fluent and persuasive manner to people at a range of levels.
  • Proven ability of working effectively as part of a team.
  • Ability to work well under pressure and solve problems efficiently and effectively.
  • Ability to manage expectations and handle difficult conversations when they arise.
  • Be in sympathy with the mission and ethos of the Christian Church, the Church of England, the Diocese of Canterbury and the vision and values of our church schools.

We are currently offering another similar role, Executive Assistant (Diary and Events) to the Bishop of Dover - Canterbury; please find out more about this opportunity here:

ABOUT US

About the Diocese: The Diocese of Canterbury is the oldest diocese in England, stretching from Maidstone to Thanet, the Isle of Sheppey to the Romney Marsh. We have 350 miles of coastline with historic ports and seaside resorts, alongside rural communities, market towns and commuter-belt urban developments. Affluent areas often sit alongside pockets of major deprivation, offering an exciting and challenging mission context.

At the heart of all we do is a vision of transformation for ourselves and our communities: no one can encounter God and remain unchanged. In the Diocese of Canterbury, we want to increasingly become a Christian community transformed through encounter with Christ, growing and overflowing to transform and bless the families, homes and communities we serve: Changed Lives - Changing Lives.

About the Archbishop of Canterbury (ABC): The ABC is the Bishop of the Diocese of Canterbury, the Metropolitan (senior) Bishop of the Province of Canterbury (29 Dioceses), the Primate of All England (senior Bishop) and the senior Bishop of the global Anglican Communion (AC). The AC is about 80 million people in 165 countries comprising 5 global regions and 41 Provinces each with a Primate. Its typical member is a woman in the global south on less than US$4 per day, and likely to be in a zone of conflict and/or persecution. The ABC is also the senior non-Royal in England and the senior person in Parliament. S/He has significant responsibilities internationally. The See (Diocese) of Canterbury is the Mother See of the AC, and is looked to as a major Christian centre.

The Old Palace has been the home of the ABC when in Canterbury since the 10th Century. The household may be at the Old Palace for 60-80 days a year (about 20 weekends; a week or 10 days around Christmas and also Easter; overnight with groups of 10-12 people at other times; and one or two weeks working there). The ABC may also holiday there. Work there will vary but will normally include significant entertaining.

Once every few years (about 10) the Lambeth Conference will take place in Canterbury with up to 700 Bishops and their spouses. The next Conference is July 26th – August 7th 2022.

More about the Diocese and Bishop Rose:

More about the Diocese of Canterbury: http://Diocese of Canterbury (canterburydiocese.org) and about Bishop Rose https://www.canterburydiocese.org/our-life/our-people/bishop-rose/