Personal Assistant to the Archdeacon of Barking

Posted 11 days agoExpires in 13 days
Diocese of Chelmsford
Employee
£23,500 - £24,800 per annum pro rata, (actual part time salary £16,114 - £17,005 per annum) subject to experience and qualifications

The Diocese of Chelmsford, ‘the Church of England in East London and Essex,’ is led by the Bishop of Chelmsford, assisted by three Area Bishops (Barking, Bradwell and Colchester) and seven Archdeacons.

The Diocese covers more than 1,500 square miles that stretches from the East coast to the Thames and ranges from countryside to towns and suburbs. It comprises five East London boroughs, the county of Essex, and the unitary authorities of Southend and Thurrock. Chelmsford is the second largest diocese in England with a population in excess of 3.2 million people, 469 parishes, 316 benefices, 579 churches, 139 church schools with around 500 clergy and 200 Licensed Lay Ministers.

The Archdeacon of Barking resources, advises and directs clergy and lay officers in the Anglican parishes of the Archdeaconry of Barking and often represents their joint interests at diocesan meetings and at the local parochial level. The Archdeacon is also a member of the Bishop of Chelmsford’s Leadership Team. The PA acts as the primary point of contact for the Archdeacon’s office and is responsible for providing diary management and the organisation of meetings, as well as providing full administration support to the duties undertaken by the Archdeacon’s office. The Archdeacon and their PA each have offices in the Archdeacon’s home in Hornchurch. The vacancy is an ideal opportunity for a self-starter with experience of working as a PA. The post holder will apply discretion and diplomacy in their work and be competent to manage much of the work on their own.

PA Support

1) To manage the Archdeacon’s calendar and appointments in an accurate and efficient manner, ensuring that the Archdeacon is in the right place at the right time with all the relevant documentation.

2) To highlight and address potential conflicting priorities when required.

3) To provide high quality support to the Archdeacon in preparation for key meetings and forums, including the collation of relevant documentation, creating agendas, preparing and distributing minutes, highlighting actions.

4) To attend and take minutes or notes at meetings when required.

5) To respond proactively to enquiries and queries addressed to the Archdeacon’s office, including drafting correspondence, following these up with the appropriate action or redirecting for action. Prioritizing and managing emails in the Archdeacon’s inbox.

6) To manage visitors to the Archdeacon’s office, providing hospitality and a warm welcome.

7) To carry out research on the web, or elsewhere, on topics relating to the Archdeacon’s ministry and where necessary provide this in a user-friendly format.

Tasks Specific to the Archdeacon’s Office

8) To manage the arrangements for vacancy Meetings, including liaising with parishes, senior colleagues and patrons.

9) To administer the appointment processes (recruitment) for clergy and other roles (liaises with parishes, candidates, referees, Diocesan Registry), including placing vacancy adverts with the relevant media sites, recording applications, and conducting background checks and references.

10) To administer the DBS Applications renewal process for current Diocesan clergy, ensuring applications are initiated prior to current certificates expiring.

11) To administer the Archdeacon’s Visitations, including administering local arrangements, participating in Diocesan preparation of documentation, preparing the order of service, collating the completed documents after the Visitation Services and chasing up outstanding documents and highlighting outstanding matters and arranging the storage of archive material with the Essex Record Office.

12) To arrange training events and under the guidance of the Archdeacon prepare relevant documentation as well as ensuring the provision of training materials, including the annual training for new churchwardens.

13) To administer the Archdeacon’s work with the Ministry Development Review Scheme for clergy within the Archdeaconry, including maintaining the annual schedule and arranging relevant meetings.

14) Arrange exit interviews for clergy moving to new appointments.

15) To provide administration around the Clergy Discipline Measure and other legislation concerning conduct of clergy, churchwardens and PCCs.

16) To provide administration support as necessary to other areas of an Archdeacon’s ordinary jurisdiction, including issues relating to pastoral reorganisation, diocesan and parochial governance and buildings and property.

17) Administer the Archdeacon’s Discretionary Account.

18) Maintain supply of stationery and sundry items (tea, coffee etc.).

General

19) To attend and participate in occasional meetings of Bishops’ and Archdeacons’ PAs in the diocese and wider Diocesan events, including the meetings of the Barking Episcopal Area PAs, the staff forum and the Archdeaconry Team residential.

20) To work with the PAs to the Archdeacons of Harlow and West Ham and to support one another as necessary in the role.

21) To maintain appropriate discretion and confidentiality at all times in relation to the Archdeacon’s work and life.

22) To maintain efficient, accurate and up-to-date electronic and paper-based filing systems.

23) In the Archdeacon’s absence, to determine the most suitable course of action, including dealing with routine queries and referring relevant issues to other senior clergy.

24) To undertake any other reasonable administrative or PA duties as requested.

Qualifications

• At least ‘A’ level standard or equivalent level of education

• Secretarial or Administration Diploma (Desirable)

Knowledge

• An understanding of the Church of England, its structures and organisation

• Familiar with church terminology (Desirable)

Experience

• Proven professional PA/administration support at a senior level

• Experience of managing diaries and arranging meetings with multiple stakeholders

• Experience of Office 365 (or equivalent), Excel, Zoom, Teams and Electronic Diary Systems

• Experience of drafting emails and correspondence relating to routine and non-routine matters

• Experience of working in an administration role in a church environment or within the charity sector (Desirable)

Skills and Abilities

• A self-starter and able to confidently work on own initiative, ensuring tasks are prioritised.

• Able and motivated to work alone at times, including under pressure

• Flexible and adaptable to changing priorities

• Comfortable working within appropriate confidential boundaries

• A high level of integrity and discretion, able to handle confidential information with diplomacy and sensitivity

• Able to present a professional and positive image at all times

• Able to occasionally travel across the Diocese

• Holds a full driving licence

If you are: -

• An experienced PA/Administrator at a senior level

• Experienced in managing diaries and arranging meetings with multiple stakeholders

• Competent in the use of Office 365, Microsoft Packages and Electronic Diary Systems

• A team player with a distinctive contribution to make

Then we would like to hear from you.

For more information about the role please see job description, to apply please complete the application form and return to jobs@chelmsford.anglican.org.

The closing date for applications is 16 October 2022 Interviews will take place on 31st October 2022 or 1st November 2022