Business Support Officer

This job has now expired
London
Permanent
£25931 - £27554 after probation

The Ministry Division is one of the Divisions of the Archbishops’ Council of the Church of England. It serves the dioceses and the bishops by providing advice and consultancy on ministry, encouraging the development of discipleship and an increase in the number of vocations to ministry, overseeing a national process of selection for candidates and quality assurance of their training and supporting dioceses in their strategic planning for ministry.

Its vision is for transforming ministry for mission and growth and its values are based in working collaboratively to offer a constructive, professional and expert service to the dioceses.

In this interesting and varied role you will provide administrative support for a number of functions including the Bishops Advisory Panels (BAPs), Candidates Panels (CPs) and a triage service function to the Diocesan Director of Ordinands (DDOs), with regard to the provision of Bishops Advisory Panel (BAP) documentation.

Delivering a comprehensive clerical service for the Archdeacon’s Forum and its National Officer, you will manage the organisation of governance meetings, small consultation and training events and large conferences, in support of the work of the Formation Team.

With effective communication skills and the ability to work accurately using MS Office and electronic management systems, you will deliver priorities calmly and efficiently, maintaining confidentiality and discretion at all times.

Interviews will be held on the 7th September 2018

The Role

Business Support to BAPs and Candidates Panel

The Support team are currently using an Access database to administer the BAPs alongside the Church House HR system Resource Link. A new candidate tracking system will be introduced during 2018 which is expected to supercede some of the existing systems. In 2019, there will be a new selection process which will require some further developments to the existing systems and as such the postholder will need therefore to be able to work with these existing and new systems.

You will provide clerical support, working with the NAS team, covering the number of BAPs agreed in the current PDR and providing a contact point for issues raised by the DDOs.

  • Liaising with the DDOs to ensure that all candidate documentation for a BAP is received within the prescribed deadlines.
  • Providing a triage function to the DDOs with regard to any issues arising from the completion of candidate documentation.
  • Accurately processing all candidate documentation quickly and accurately into the IT system, checking for data errors prior to upload.
  • Ensuring that data errors are investigated and rectified internally wherever possible.
  • Advising the NAS at the earliest opportunity of any unresolved issues that may delay the production of BAP documentation.
  • Responsible for managing the complete end to end BAP process, using the newly developed Access database, including updating candidate status for data analysis purposes.
  • Checking, photocopying and collating all BAP documentation prior to onward transmission to the relevant NAS.
  • Ensuring that all Candidates and Advisers receive all necessary information and documents, on time and in the correct format.
  • Producing / collating all the documentation, badges and other items that the NAS require when co-ordinating a BAP.
  • Preparing template reports in advance to assist the Selection Secretaries when compiling the report content, after the BAP.
  • Ensuring that the Bishops Reports are sent electronically, within the agreed timescale after the BAP.
  • Maintaining a regime of regular archiving of all manual and electronic candidate files, to the agreed schedule.

Candidates Panel

You will provide clerical support, working with the NAS to administer the CPs, held throughout the year. These are one day meetings which are part of the ongoing Selection process for ordained ministry

  • Liaising with the DDOs to ensure that all candidate documentation for a BAP is received within the prescribed deadlines.
  • Accurately capturing all candidate documentation quickly and accurately onto the IT system.
  • Advising the NAS at the earliest opportunity of any unresolved issues that may delay the production of CP documentation.
  • Checking, photocopying and collating all CP documentation prior to onward transmission to the relevant NAS.
  • Ensuring that all Advisers receive all necessary information and documents on time and in the correct format.
  • Ensure that all documentation is captured / collated after the CP has concluded.

Support for the Archdeacons’ National Executive Officer

  • Organising meetings, including booking venues and ordering food when necessary
  • Act as a point of contact for the Archdeacons and the Archdeacons’ National Executive Officer
  • To provide general administrative support to the Archdeacons’ National Executive Officer when required

Events and training co-ordination

  • Manage the planning and administration of conferences, including advertising, liaising with venues, managing delegate bookings, booking and briefing speakers, liaising with organisers to create the agenda, managing the production of printed material and having overall grip on their smooth running.
  • Provide organisational support to the main governance and steering groups
  • Organise other events and meetings as and when necessary including booking rooms and refreshments, sending invites and managing attendance lists
  • Manage the divisional events calendar, helping staff to distribute events and workload across the year and ensuring the schedule is communicated in a timely manner, both internally and externally.

Tell us how you meet the requirements for the Role :

Essential

Skills/Aptitudes:

  • Some experience in working with databases and electronic management systems
  • Accurate word processing skills. MS Word and Outlook (diary and email management system) are used, but training can be given if necessary.
  • Well-presented work with an eye for detail.

Knowledge/Experience:

  • Demonstrating the knowledge and skills required to afford full clerical support of the kind outlined above.

Education:

  • A good, general education to GCSE level or equivalent, including Maths and English.
  • Ability to write accurately and effectively with attention to grammar, spelling and punctuation.

Personal Attributes:

  • Good interpersonal and diplomatic skills with the ability to work well, both on own initiative and as part of a team.
  • Well organised with the ability to remain calm under pressure and to juggle differing priorities at any one time.
  • Due to the confidential nature of much of the work the post-holder must be a person of integrity, who can be relied upon to be discreet and apply judgement and understanding.

Desirable

  • An interest in the Church of England and in training issues

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

We are committed to building a culturally diverse workforce. As part of this commitment, we welcome applications from people, regardless of their background. As a Disability Confident committed employer, it is important to note that there may be occasions where it is not practical or appropriate to interview all disabled applicants who meet the minimum criteria* due to high volume. We limit the amount of interviews conducted to five applicants per open post we advertise.

*Where applicable depending on post requirements.