Executive Assistant to the Deputy Chief of Staff and the Executive Legal Officer

Posted 20 days agoExpires in 4 days
Bishopthorpe Palace, York
Employee
£37,018 per year

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.

The Staff at Bishopthorpe Palace work as a close-knit team and support each other at busy periods with flexibility and good humour.

This is an excellent opportunity to join us as Executive Assistant to the Deputy Chief of Staff and the Executive Legal Officer.

As Executive Assistant (EA) to the Deputy Chief of Staff (DCoS) and the Executive Legal Officer (ELO), you will provide administrative, research and EA support to the Deputy Chief of Staff, Executive Legal Officer and administrative support within the central office team.

You will provide the full range of administrative and EA support to the Deputy Chief of Staff, and the Executive Legal Officer in their roles which are key within the Bishopthorpe Palace team and carry responsibility for supporting the work of the Archbishop on a daily basis. In addition, the EA will provide administrative support within the central office and be part of the main office team providing Receptionist/Telephonist cover.

An excellent communicator with the confidence and diplomacy to engage at all levels, you will be a self-starter who is able 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.

We offer a mixture of home and office-based working. Normal hours of work are 35 hours a week with an hour’s unpaid break for lunch. Further details will be discussed at interview.

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

For an informal conversation please contact: office@archbishopofyork.org

Interviews will be held in person at Bishopthorpe on the 2nd March 2023.

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.

The Role

Support to the Deputy Chief of Staff

  • Managing and prioritising communications with the Deputy Chief of Staff, whether by phone, e‑mail, letter or in person, enabling them to achieve their objectives while ensuring timely responses.
  • Dealing with the Deputy Chief of Staff’s correspondence, including drafting replies to letters and e-mails and, where appropriate, replying on their behalf.
  • Assisting the Deputy Chief of Staff in the drafting of responses to general correspondence for the Archbishop’s signature.
  • Managing the Deputy Chief of Staff’s diary, including booking rooms and hospitality where appropriate.
  • Forward planning to ensure the Deputy Chief of Staff is briefed on forthcoming deadlines and that they are well prepared and briefed in advance for meetings and events.
  • Maintaining an effective records management system for the work of the Deputy Chief of Staff.
  • Supporting the Deputy Chief of Staff in the organisation and administration of meetings, lunches, dinners and receptions.
  • Taking minutes of meetings.
  • Building and maintaining relationships with the Deputy Chief of Staff’s key contacts and their offices, whilst ensuring a high degree of confidentiality.
  • Researching issues and projects in relation to the work of the Deputy Chief of Staff and the Archbishop of York.

Support to the Executive Legal Officer

Provide Clergy Discipline Measure (CDM) casework and administrative support to the ELO including but not limited to:

  • Assisting with CDM correspondence, mailings and files.
  • Organising case files as directed by the ELO.
  • Assisting with the administration of the CDM records database.
  • Providing administrative support in the processing of subject access requests relating to CDM files.
  • Organising and minuting CDM meetings, including catering and other meeting requirements. Sending out reminders/invitations and follow-up paperwork.
  • Processing of registry bills and record keeping of the same.

Provide Canon C4 and Overseas Permissions administrative support to the ELO.

Provide administrative support to the ELO in their role as data protection lead:

  • Building and maintaining relationships with the ELO’s key contacts and their offices, whilst ensuring a high degree of confidentiality.
  • Providing administrative support in the processing of subject access requests relating to CDM files.

Oversight of the administration of the Archbishop’s Patronages

Reporting into the Deputy Chief of Staff, and working with the Receptionist/Telephonist to oversee the administration of the Archbishop’s Patronages ensuring:

  • Processing of incoming Patronage correspondence and emails.
  • Administration of new requests, including background research for briefing purposes and preparation of decline letters where appropriate.
  • The administration of paperwork relating to Patronage acceptances, liaising with the charities to ensure key criteria are met prior to acceptance and the filing of appropriate documentation.
  • Liaison with the Communications team to ensure Patronage content on the Archbishop of York’s website is up to date and relevant.
  • Administration and maintenance of a central Patronage excel database.

Other duties:

  • Providing relief and assistance to other Bishopthorpe Palace team areas, this will include some scanning, photocopying, filing and other general administrative tasks.
  • As part of the main office team provide reception cover during periods of absence including lunch breaks, holiday and sickness absences. This will include, but is not limited to, ensuring outgoing post is prepared and sent out in a timely manner and stationery supplies are maintained.
  • Provide administrative support to the Provincial Safeguarding Advisor. This will include filing of correspondence and ensuring casework management systems are updated accurately. Providing administrative support to prepare for safeguarding related audits. Organising and minuting safeguarding meetings, including catering and other meeting requirements. Sending out reminders/invitations and follow-up paperwork.

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.

Requirements

Essential

Skills/Aptitudes:

  • Excellent knowledge of IT, Microsoft Word, Outlook, Excel, Teams, the internet, a networked computer system and the ability to use IT to find creative solutions.
  • 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.
  • Highly confidential, discreet and diplomatic.
  • Outstanding attention to detail.
  • 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.
  • Ability to work in a strictly confidential environment and handle sensitive documents.
  • 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 team working 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.
  • An interest in the work of the Archbishop’s ministry and the Church of England generally.
  • Significant experience as a Personal Assistant at senior level.
  • Experience of organising meetings and/or events.
  • Experience in the oversight and organisation of travel arrangements, both within the UK and overseas.
  • Evidence of dealing with confidential and sensitive material.

Education:

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

Desirable

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

In the National Church Institutions (NCIs), we support the mission and ministries of the Church of England. We work with parishes, dioceses, schools, chaplaincies and other ministries, and with national and international partners including mission agencies, and other denominations and faith groups.-.

Find out more about working for the National Church Institutions by visiting Careers | The Church of England

Our emerging values

  • We strive for excellence
  • We collaborate
  • We act with integrity
  • We show compassion
  • We respect others

We welcome everyone and we accept and value people for who they are and what they contribute, treating others in the way we would wish to be treated ourselves. We actively listen to and include others, encouraging and enabling everyone’s voice to be heard in discussions and decisions. When we disagree, we aim to disagree well with respect and kindness.

We want to encourage applications from a diverse group of people. Even if you have never thought about working for us before, if you have the skills and experience we’re looking for then we would like to hear from you. If there is anything we can do to support you in your application please get in touch via email to hr.recruitment@churchofengland.org.

  • As a Disability Confident Leader, we actively look to attract, recruit and retain those of you who are disabled.
  • We are a member of the Armed Forces Covenant, and welcome applications from those of you who have served in our Armed Forces and their families.