Executive Officer - The Derby Diocese Board of Finance Limited

This job has now expired
Diocese of Derby
Employee
£33959

We are recruiting an Executive Officer to join our team, following the move of the current postholder to work in the Bishop’s Office. The main purpose of the role is to support the Diocesan Secretary (Chief Executive) in delivering an excellent service for our trustees and customers.

This is an exciting opportunity to join a team which has reach right across Derby and Derbyshire, in a broad and varied role which will have a real impact on the ways we deliver our services.

We are looking for an enthusiastic professional with excellent communication and interpersonal skills, and who is happy to use technology to improve our ways of working. You will have experience of working with Boards and committees and the administration related to these. Experience of delivering good governance with a desire to manage compliance within the company will be a key strength.

This is a demanding but rewarding role and requires a strong-willed person who is able to work under pressure and effectively communicate with senior leaders across multiple sections of the organisation. You must be flexible to work outside core office hours from time to time, and to travel on occasions.

This is a broad and varied position of Executive Officer with dual responsibility for the management of governance as well as the regulatory compliance of the Diocese. You will be expected to develop highly effective relationships with directors, managers and clergy across the Diocese in order to understand, develop and deliver good governance practice, ensuring compliance and regulation. These processes are crucial to the Diocesan regulatory responsibilities, ensuring that statutory duties and functions are fulfilled

Personal Assistant

You will provide executive support to the Diocesan Secretary with maximum efficiency and effectiveness, so the volume and breadth of activities can be delivered at pace. The role is extremely busy with significant pressure points at certain times.

• Act as a first point of contact for the Diocesan Secretary and deal with a very wide variety of enquiries (written, electronic and telephone) always ensuring a professional and compassionate manner, in keeping with the hospitality and values of the Diocese.

• Provide full administrative and secretarial support, including the drafting of correspondence. Maintain accurate and comprehensive records and efficient office systems.

• Complex diary management, including the organisation of regular and irregular internal and external meetings and coordination with internal colleagues and external stakeholders at all levels.

• Preparation for forthcoming events, commitments or tasks involving the Diocesan Secretary, creating, and updating an annual planner.

• Effective travel management including arranging tickets, itineraries, preparation of documents and reclaiming expenses.

• Preparation and planning for a range of meetings, including calling for agenda items, preparing briefings, and setting procedures to ensure meeting actions are followed up.

• Dealing with a range of visitors – communicate and respond appropriately and in a timely and efficient manner and in the absence of the Diocesan Secretary, have the discretion to escalate issues.

• Support the Diocesan Secretary and assist in the delivery of special visits, receptions, events and activities, including booking venues, coordinating invitations, replies, catering and hospitality.

Governance

This role is to ensure that the members of its Diocesan Boards and Councils have the proper advice and resources for discharging their duties and responsibilities as required as part of the Church Representation Rules.

• To act as Administration Secretary to the Diocesan Synod, the Bishop’s Council and Business Committee, and attend other team meetings as appropriate. Providing support, information, and advice to the Chairs of these committees and their colleagues to enable them to carry out their duties as trustees.

• Minute-taking for senior committees in the Diocesan governance structure.

• To ensure the organisation of elections, helping to plan and draft agendas, booking venues, recording attendance at meetings, ensuring minutes are accurately recorded and coordinate the executive action arising out of decisions made at meetings with the Diocesan Secretary.

• To ensure the effective and efficient management of the Diocesan governance system through relevant committees.

• Manage the diocesan data management system (CMS) ensuring it is up-to-date, and drawing reports as necessary.

• To identify and manage areas of risk in your areas of business.

• To monitor the work in relation to General Synod advising the Diocesan Secretary on key points for action and where required liaise with national colleagues.

• Keep up-to-date and accurate records, files and retrieval system of a secure and appropriate nature, ensuring GDPR compliance.

Compliance

This role is to ensure that the Board of Directors, management, and employees are in compliance with the rules and processes of regulatory agencies, that the diocesan policies and procedures are being followed, and that the behavior meets the Diocese’s standard of conduct.

• In conjunction with relevant officers, develop, maintain, and implement policies and procedures ensuring they are compliant, fit for purpose and user friendly. The post holder will also develop, implement, and maintain systems and review the overarching compliance framework.

• Identify appropriate mechanisms for strengthening internal controls through internal audits and the management of the internal audit function. Oversee action plans to ensure recommendations are implemented.

• To implement & maintain policy register.

• To maintain and update the Diocesan Risk Register with guidance from relevant officers, committees, and the Diocesan Secretary.

• To work with the Diocesan Registrar to ensure legal compliance and best practice.

• To ensure contractual agreements are in line with Diocesan requirements

Other responsibilities:

• Keep up to date and be familiar with Church Representation Rules.

• Keep abreast of sector wide developments beyond the Diocese with a view to introducing them, where this would drive future value or ensure compliance and best practice.

• Develop and maintain effective relationships, working in close co-operation with Heads of Department and the offices of other senior Diocesan leaders.

• Any other appropriate duties that the line manager, senior management or Archdeacons may request from time-to-time.

• Other duties which are broadly consistent with the job description and level of the post, including supporting other team members as necessary

Experience and knowledge

Essential

Well established and proven experience of providing high level PA support to senior management/chief executives in a comparable context

Experience of dealing with confidential information with complete discretion

Good working knowledge of governance and regulatory compliance within the Church of England

Experience of monitoring and reporting compliance issues

Proven ability to create and adapt processes that demonstrate regulatory compliance

Experience of managing a varied and demanding workload and projects

Experience of minute taking, setting out agenda and meeting management

Desirable

Experience of policy writing

An understanding of the Church of England

Skills and Abilities

Essential

Good interpersonal skills and a proven ability to communicate effectively at all levels

Excellent written and spoken communication skills

Proficient in the use of all Microsoft Office applications

Ability to use own initiative to prioritise workload to ensure that tasks are completed in an efficient and timely manner

Ability to plan, prioritise and manage workload and a flexible and positive approach to problem solving

Ability to work as a team

Qualifications

Desirable

Degree in related subject, and or qualified by experience

Other

Full driving licence and access to own vehicle, insured for business use Appropriate work visas (for non EU subjects/ citizens)

Why join Derby Diocese?

We are a Christian charity with ambition for growth, and enthusiasm to make a difference in peoples’ lives and the communities within which we serve.

In addition, we offer highly competitive terms and conditions including:

  • Annual leave of 25 days, plus 13 bank holiday/concessionary days
  • Membership of the Church Workers Pension Scheme with a 10% contribution by the employer
  • Flexible and remote working opportunities
  • Eyecare voucher scheme

For more information, please see the job description, or for an informal discussion please contact Martyn Marples on 01332 388652.