Executive Assistant to the Bishop of Leicester (Maternity cover for one year)

This job has now expired
Leicester
Employee
£26,000 per annum

The Diocese of Leicester comprises over 320 churches, 234 parishes and almost 100 schools and academy trusts. The Bishop of Leicester, Bishop Martyn Snow, is the Ordinary of the Church of England Diocese of Leicester in the Province of Canterbury.

As Executive Assistant to the Bishop of Leicester, you will maximise the ability of the Bishop of Leicester to function effectively in his role by ensuring excellent office support, and you will be effectively supporting the work of the Diocese as a whole.

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, able to handle difficult conversations and be highly collaborative in order to build highly effective working relationships with a wide range of individuals and organisations.

This role is a full-time position, and a one year-maternity cover.

You will be working at Bishops Lodge, 12 Springfield Road, Leicester. Occasionally working from home is also a possibility, this will need to be agreed with Bishop Martyn.

To arrange an informal discussion about the role, please contact James Pickersgill, Bishops Chaplain bishops.chaplain@leicestercofe.org

MAIN RESPONSIBILITIES

  • Diary and meeting planning and management, including:
    • Managing the day-to-day diary, maintaining an overview of the diary to ensure balance is maintained between the bishop’s strategic, pastoral, civic, management, National Church and other roles while setting aside time for rest and family
    • Assisting the bishop in preparing for meetings through identification of key agenda items, briefing etc
    • Providing documents for meetings in a timely and efficient manner
    • Assisting in the preparation of and collating of BLT & B&A documents
    • Arranging travels
    • Participating at meetings on behalf of the bishop as required
  • Supporting the Bishop and Bishop’s Chaplain with special projects as required
  • Supporting Lay Ministry administration
  • Overseeing and supporting HR processes, including:
    • Keeping records of clergy deployment up to date and ensuring that licences and Permissions to Officiate are issued correctly
    • Liaising with registrars office regarding clergy titles and licences
    • Ensuring process for clergy leaving the diocese is completed
    • Managing the clergy blue files, alongside Bishop Martyn’s Chaplain
    • Keeping record and completing Clergy DBS checks
    • Providing administrative support for MDR process
    • Providing administrative support for the clergy/lay ministers retreat days at Launde Abbey
    • Dealing with applications, mainly reference requests and offer letters for the College of Archbishops’ Evangelists
    • Ensuring that safer recruitment processes have been followed and that all relevant records have been retained and filed
  • Supporting information management processes including data and statistics collection and input:
    • Providing administrative support for CMS and People system
    • Keeping clergy numbers spreadsheet up to date
  • Managing correspondence including triaging of emails and letters and drafting, arranging for cards to be sent for birthday, illness, bereavement, new birth, and cards for those mentioned in prayer diary responses or responding appropriately on behalf of the Bishop
  • Planning Diocesan events, liaise with SMH, the Cathedral and the Chaplain for all aspects of major event planning
  • Acting as hospitality coordinator to ensure the smooth running of events, liaising with caterers, the Bishop’s wife and others as necessary
  • Working with the Bishop’s Chaplain to provide hospitality:
    • Drawing up the annual hospitality programme
    • Undertaking detailed work on the guest list and invitations
  • Providing Buildings management support, including:
    • Arranging and managing repairs
    • Liaising with contractors and Savilles
    • Ensuring compliance with Health and Safety requirements
    • Purchasing office equipment

The main duties and responsibilities of your post are outlined in your job description. This list is not exhaustive and is intended to reflect your main tasks and areas of work.

PERSON SPECIFICATION

The post of Executive Assistant requires a person able to offer a range of skills appropriate to a wide-ranging and varied role. The following are the key requirements:

Essential

  • Relevant work experience (e.g. in a PA, admin, or office management role)
  • Good communications skills, both written and verbal; good and accurate written English with the ability to draft clear and accurate documents/reports for various audiences
  • Excellent administration, office management and diary management skills
  • Excellent IT skills, including word-processing, spread-sheets, databases and familiarity with social media
  • Capacity to relate appropriately to a wide range of people, in person, by telephone or e-mail
  • Ability and willingness to work collaboratively with the Bishop and other colleagues
  • Ability to demonstrate leadership in administrative processes, to show initiative and work with minimal supervision
  • Ability to focus under pressure and meet deadlines while working with meticulous attention to detail
  • Sound judgement to determine what should be referred to the Bishop or Bishop’s Chaplain for approval, agreement or information and what can be dealt with independently
  • Flexibility and adaptability to changing priorities
  • Aptitude for developing and reviewing office systems in response to availability of new technology
  • Ability to understand and operate accurately formal and legal procedures
  • Understanding of and commitment to the principles and practice of confidentiality
  • Willingness to be involved in continuing personal and professional development
  • Experience of taking responsibility for running an office and able to be the sole administrative support
  • Ability to arrange own transport when necessary
  • Ability to see how this role fits into the bigger picture of the work of the Diocese
  • Sympathy with the values and purposes of the Church of England and with the values and priorities of the Bishop and Diocese of Leicester and a desire to see the work flourish
  • Educated to A Level standard or equivalent or relevant professional skill and/or qualification; GCSE Grade C or above (or equivalent) in Maths and English

Desirable

  • Educated to degree level or equivalent qualification or experience
  • Knowledge of safeguarding / DBS and Data Protection principles
  • Ability to understand financial reports

ABOUT US

Please find more information about the Diocese of Leicester here: https://www.leicester.anglican.org/ and about Leicester Cathedral here: https://leicestercathedral.org/