This post offers an exciting opportunity to contribute to a small team supporting the Bishop of London in her mission and ministry as Diocesan Bishop, Area Bishop to the Two Cities as well as her national role. Visit bishopoflondon.org to find out more.

The Bishop’s office staff team consists of: the Bishop’s Chaplain, the Executive Assistant, the Diary Assistant, the Bishop’s Adviser and the Parliamentary and Policy Researcher.

As Correspondence and Administrative Assistant to the Bishop of London​, you will work in close co-operation with the team to provide vital support to the Bishop.

You will need to provide first class, discreet and confidential secretarial and administrative support to the Bishop with particular responsibility for correspondence coming into and going out of the Bishop’s office and in liaison with the Bishop’s office staff team, ensure that appropriate action is taken to progress these communications.

The correspondence that the Bishop receives and answers is diverse, may be sensitive, and involves a very wide range of people, from parishioners and clergy to others in public life.

For an informal conversation about the role please contact Louise Redfern on 020 3837 5211 or at louise.redfern@london.anglican.org

You will be based at The Old Deanery, Deans Court, London with flexibility for some working from home.

The closing date for applications will be the 16th April 2023.

Interviews will be held on the 28th April 2023.

The Diocese of London is committed to creating and sustaining a diverse and inclusive workforce which represents our context and wider community. We are aware that those of Global Majority Heritage/United Kingdom Minority Ethnic (GMH/UKME), women, and disabled people are currently under-represented among our clergy and workforce, and we particularly encourage applications from those with the relevant skills and experience that will increase this representation.

The Role

Correspondence

1. Managing incoming correspondence to the Bishop’s office, both electronic and postal mail –taking the initiative to re-direct enquiries, obtaining further information and drafting responses on behalf of the Bishop:

• Ensuring prompt handling of the Bishop’s correspondence
• Drafting and sending responses in discussion with the Bishop and members of the team
• Taking responsibility to ensure that appropriate action is taken to progress communications

2. Handling a wide range of telephone enquiries with confidence, warmth and diplomacy, applying knowledge to answer queries directly and/or referring on as appropriate.

3. Implementing and developing a programme of communication from the Bishop to clergy and parishes in the Two Cities Area, in liaison with the Bishop and her Adviser:

• Coordinating content of a monthly podcast, vlog or letter and overseeing timely production in order to ensure a regular schedule of output
• Consulting with the Archdeacons’ office to establish a regular Two Cities Area monthly newsletter mailing

4. Establishing and maintaining up to date lists of contacts for example:

• Producing the Bishop’s official Christmas card list

5. Managing ad hoc correspondence tasks, for example:

• The Bishop’s Christmas card mailing
• Clergy birthday cards
• Occasion bulk letter mailings

6. Collaborating with the Diary Assistant, for example:

• Administering event invitations, collating responses, dietary requirements

It is essential in the areas listed above that confidentiality is maintained and that correspondence which instigates a process is followed up to ensure the necessary actions are completed.

Administrative

1. Supervising record keeping and maintaining comprehensive filing systems, in compliance with GDPR, to enable ready access to correspondence, documents and information:

• Managing the confidential clergy files in accordance with House of Bishops’ guidance
• Liaising with the Archdeaconry Administrator to maintain accurate database information

2. Co-ordinating confidential enquiries and correspondence in connection with clergy appointments, for example:

• Initiating episcopal reference requests and drafting offer letters in consultation with the Bishop
• Responding to letters of resignation and ensuring appropriate process is commenced
• Managing the administrative process around the annual ordination of deacons
• Processing DBS checks for Clergy, Lay Ministers and Ordinands in the Two Cities Area (training will be given)

3. Dealing with enquiries from clergy and parishes, for example:

• Taking responsibility for establishing ‘Safe to Receive’ assurances for visiting clergy, often within short timescales
• Organising the issue of Chalice Assistant certificates

4. Collating the annual confirmation statistics from area offices and compiling and submitting the annual return for Church House Westminster.

General

1. Providing administrative support to the Executive Assistant

2. Ensuring cover for The Old Deanery Receptionist during holiday periods

3. Providing general support to members of the Bishop’s office team to include cover during holiday, sick leave or when required

4. Attending functions and evening events may be required occasionally (time off in lieu will be given)

Above all, the Correspondence and Administrative Assistant is required to be well organised and methodical and to have the personal skills to deal with the diversity of enquiries, as well as having the flexibility to undertake any other duties as directed by the Bishop that are commensurate with the role in order to support her in her ministry.

The Requirements

Personal Effectiveness

• Able to initiate and maintain good and effective administrative procedures.
• Able to prioritise effectively.
• Able to work collaboratively as part of a team.
• Able to be appropriately protective of the Bishop.
• Has a good eye for detail.
• Has a robust attitude towards criticism from the public, is able to stay calm under pressure.
• Has a strong sympathy with the Christian faith and the Church of England, and an ability to share in the ethos of the Bishop’s office and household.
• Has the personal resilience needed to be able to cope with the sometimes challenging issues which are dealt within a bishop’s office.
• Has an understanding of the importance of safeguarding.

Communication

• Establishes and maintains excellent working relationships with colleagues.
• Demonstrates a warm, polite, helpful manner.
• Communicates effectively with people at all levels, both inside and outside the Church.
• Understands the importance of handling confidential and sensitive matters professionally and appropriately.
• Excellent interpersonal and diplomatic skills, dealing with people from all walks of life with courtesy and, where necessary, firmness.

Technical

• Demonstrates ability to draft letters and/or adapt standard letters as appropriate.
• Demonstrates excellent presentation, layout and accuracy in text production.
• Demonstrates proven ability to use Microsoft Office package.

Administrative

• Demonstrates excellent standards of literacy, grammar and spelling.
• Demonstrates good standard of numeracy.
• Works flexibly.
• Meets deadlines.

Knowledge

• Educated to ‘A’ level or above or equivalent.
• Proficient use of Microsoft Word, Excel, Access, PowerPoint, Outlook and Explorer.
• Proven ability to manage a varied workload efficiently.
• Experience of providing excellent personal support.

The team is based in the delightful surroundings of The Old Deanery in the City of London close to St Paul’s Cathedral. The Old Deanery contains the offices of the Bishop of London and the Archdeacons of London, Charing Cross and Hackney and the staff work together to ensure a warm and generous welcome to all visitors.

There is an opportunity to attend the weekly Morning Prayer service in the chapel at The Old Deanery on a Monday morning. There is no compulsion or expectation to do so.

To find out more about this role and the Bishop of London, please find the Job Description and information pack attached below.