Administration Assistant to Senior Chaplain in the Bishop of Maidstone’s Office

This job has now expired
Hybrid– remote working (the ability to attend occasional meetings in Colchester preferable but not essential)
Employee
£20,870 per annum pro rata

The Bishop of Maidstone’s role is to support conservative evangelicals throughout the Church of England who believe that men and women are called to different ministries within the church.

The Administrative Assistant gives vital support to the Bishop’s Chaplain, to whom s/he is responsible. S/he works as directed, taking responsibility for, and assisting with, a wide range of administrative, organisational and coordinating tasks.

This role is a fixed term contract from 1st September 2022 to 30th June 2023, 15 hours per week.

The main responsibilities for this role are:

Principal duties

Office Systems

  • Provide administrative and secretarial support to the Senior Chaplain and, as directed, to the Bishop’s staff team
  • Organise diary commitments as directed by the Chaplain. Be proactive in initiating, scheduling and completing arrangements in response to queries coming into the office, liaising with the Chaplain and the wider staff team as appropriate
  • Maintain office systems, procedures and records to enable the Chaplain to work more effectively and his office to run more efficiently, working closely with administrative staff in the Bishop’s office to follow their protocols
  • Keep good records and a good B/F system so that the Chaplain is fully briefed before future meetings/visits
  • Develop and maintain comprehensive filing systems, both digital and paper, that enable ready access to correspondence, information concerning people, organisations and groups. Ensure that files are maintained in compliance with the GDPR and with an eye to the need for confidential storage. Ensure that appropriate correspondence is shared with the Bishop’s office

Communication

  • Work with other staff to help the Bishop’s team maintain regular communication with parishes/ individuals seeking his oversight, via regular newsletters, prayer updates etc.
  • Handle matters of routine correspondence as directed
  • Deal warmly and sensitively with telephone and email enquiries. This will involve gaining an understanding of what sort of issues should be referred to the Chaplain and of keeping the rest of the staff team informed as appropriate
  • Work with other staff to provide appropriate publicity of events, including planning and devising appropriate publicity, arranging for it’s design, printing and dissemination.

Organisation

  • Assist with making necessary arrangements for meetings, seminars, conferences, interviews and social events as directed by the Chaplain

Other

  • Carry out other administrative and secretarial duties from time to time as instructed by the Chaplain.

The ideal candidate must have:

Competencies

Personal Effectiveness

  • Demonstrate an ability to develop and maintain good and effective administrative procedures
  • Demonstrate a willingness to work collaboratively and as part of a team
  • Good social skills including a warm and efficient telephone manner
  • Abilities to work on one’s own and unsupervised and also as part of a team
  • Ability to communicate with people at all levels
  • Ability to grasp the wide range of issues connected with the Bishop’s and Chaplain’s roles and to be a first point of advice when queries are received by the Chaplain
  • A practical approach to tasks
  • Ability to remain calm under pressure
  • Demonstrate the ability to prioritise effectively
  • Demonstrate a close attention to detail
    • Demonstrate excellent presentation, layout and accuracy in text production
    • Ability to draft and adapt correspondence as appropriate
    • Demonstrate an understanding of the importance for maintaining strict confidentiality

Technical

  • Proven ability to use computers for word processing, spreadsheet and databases
  • Accurate typing

Administration

  • A good standard of numeracy
  • An excellent standard of literacy
  • A proactive approach towards work load
  • Follows office procedures

Knowledge

  • Educated to A level or equivalent standard or having an established track record of relevant experience.
  • Proficient use of Microsoft Word, Excel, Outlook and Explorer
  • Demonstrate the ability to use databases
  • A sympathy for the faith, worship and mission of the Church of England and in particular with the theological position articulated by the Bishop of Maidstone.

Non-clergy staff will be automatically enrolled into the Church Administrators Pension Fund (CAPF, DC Section). Clergy already in the Church of England Funded Pensions Scheme (CEFPS) will have the option of either remaining in this scheme or joining the CAPF scheme

There is no contracting – out certificate under the Pension Schemes Act 1993 in force for this employment in relation to the CAPF and CEFPS. Both CAPF and CEFPS members are contracted-in to the State Second Pension.

The Church Commissioners on behalf of the Bishop have an income protection insurance arrangement. To be eligible for cover under this policy an employee must be a member of the CAPF DC section and be under 65 years or, if it is higher, their state pension age. Please note that insurance cover is not necessarily automatic and that underwriting may be required by the schemes in some instances. Cover will be subject to any terms and conditions laid down by the insurance company.