Executive Assistant to the Archbishop’s Chaplain

Posted 12 days agoExpires in 15 days
Bishopthorpe, York
Employee
£31,485 - £33,855 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.

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

As Executive Assistant to the Archbishop's Chaplain, you will provide the full range of administrative and personal assistant support to the Archbishop's Chaplain in their role which is key within the Bishopthorpe Palace team and carries responsibility for supporting the work of the Archbishop on a daily basis.

An excellent communicator with the confidence and diplomacy to engage at all levels, you will be a self-starter with the ability to use initiative and good judgement. While thriving on the challenge of competing priorities, you will use your effective planning skills and resourceful approach to ensure that commitments are managed professionally and that when necessary, creative solutions are found.

For an informal conversation about the role and working arrangements, please contact office@archbishopofyork.org

Interviews will be held on the 15th September 2022 in person, at Bishopthorpe Palace.

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

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 the Archbishops. Therefore, while of course we welcome all applications from interested and suitably experienced people, we particularly welcome applicants from UK Minority Ethnic backgrounds and people with disabilities.

We also invite interest from those with excellent experience in a number of areas that may not meet every criteria.

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

Support to the Archbishop’s Chaplain

  1. Provide administrative support to the Chaplain including:
    • Assisting the Chaplain in managing their correspondence and workflow, enabling them to achieve their objectives while ensuring timely responses, bringing relevant safeguarding concerns to the attention of the Chaplain.
    • Drafting responses to general enquiries and correspondence on behalf of the Chaplain.
    • Managing the Chaplain’s diary using Outlook, including booking rooms and hospitality where appropriate.
    • Liaising with the Receptionist/Telephonist to arrange travel and hotel accommodation for the Chaplain, working closely with the Archbishop’s Private Secretary for journeys when the Chaplain is staffing the Archbishop.
    • Taking minutes of meetings on an occasional basis.
    • Filing and retrieving papers relevant to the work of the Chaplain.
    • Providing general administrative support to the Chaplain, and any other duties that may arise as required.
  2. Building and maintaining relationships with the Chaplain’s key contacts and their offices, whilst ensuring a high degree of confidentiality. Meeting on a weekly basis with the Bishops’ PAs and liaising with them about diocesan matters, in particular diary engagements, PTO clergy and clergy over 70.

Permission to Officiate (PTO)

Oversight of the administration of the granting of Permission to Officiate within the Diocese of York, liaising with the Archbishop’s Chaplain where appropriate. Duties to include but not limited to:

  • Developing and maintaining the PTO database.
  • Maintaining the relevant clergy blue files.
  • Acknowledging and processing PTO applications on behalf of the Archbishop’s Chaplain using accurate record keeping.
  • Liaising with clergy about their applications (including safeguarding and DBS when necessary), in a way which is pastorally sensitive.
  • Liaising with suffragan bishops’ offices, bishops in other dioceses, relevant diocesan clergy and diocesan safeguarding staff, as required in processing PTO applications.
  • Producing and submitting PTO certificates for the Archbishop’s signature.
  • Distributing PTO certificates and correspondence within the Diocese.

Other Duties

Other duties to include, but not limited to:

  • Assisting with the administration and organisation of the following events and tasks.
  • Consecrations and Confirmation of Elections.
  • Provincial Visits.
  • Annual Northern Church Leaders’ Retreat.
  • Diocese of York Clergy Quiet Days.
  • Ordinations of priests and deacons.
  • Clergy Current Status Letters.
  • York Diocesan Leadership Team, Archbishop’s Council and Diocesan.
  • Other diocesan administration.
  • Assist with the production and printing of materials for worship as requested by the Archbishop’s Chaplain.
  • Provide relief and assistance to other Bishopthorpe Palace team areas, including the handling of incoming calls and cover for Reception when required.

All staff working at the Archbishop of York’s office 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.

Please see the job description attached below for full details.

The Requirements

Essential

Skills/Aptitudes:

  • Excellent knowledge of IT and experience using the Microsoft Office 365 suite of packages including Outlook, Word, Excel, Teams and SharePoint. Confident in the use of the mail-merge function and working on a networked computer system with the ability to use IT to find creative solutions.
  • Fast and extremely accurate typing is required to manage the typing content involved in this position.
  • Excellent communication skills both verbal and written including the ability to draft and prepare high-quality, accurate correspondence, briefs and other material including minutes of meetings as required, with accurate spelling and punctuation.
  • Excellent interpersonal skills capable of dealing with difficult conversations calmly and efficiently.
  • Highly confidential, discreet and diplomatic with proven ability to work in a strictly confidential environment and to handle sensitive documents.
  • Forward-thinking with highly effective planning skills.
  • Ability to organise diaries and meetings.
  • Ability to collect and collate information and data and understand data protection requirements.
  • Highly focussed, organised and methodical with the ability to cope with conflicting priorities and projects.
  • Flexibility with the ability to adapt plans quickly in response to change.
  • Ability to create and implement new processes and systems to improve efficiency.
  • Strong teamwork skills.

Knowledge/Experience:

  • Proven ability in managing diaries, correspondence and papers for a senior manager with the ability to find creative solutions.
  • Experience of, and confidence in, dealing with a wide range of people in the course of work, including at senior level.
  • A good understanding of the work of the Archbishop’s ministry and the structures and roles within the Church of England.
  • Significant experience as a Personal Assistant at senior level with proven experience of working in a high pressure environment.
  • Experience of organising meetings and/or events.
  • Evidence of dealing with confidential and sensitive material.

Education:

  • Education to at least ‘A’ level standard, or equivalent experience.

Desirable

  • Knowledge of and empathy with the Church of England and its structure.

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.