Bishopthorpe Palace operates as a multi-functional premises, hosting working offices, meeting rooms, worship areas and living quarters. The palace and its grounds are also used for retreats, evening receptions, village fetes, and more.
This post gives an excellent opportunity to work in a small, friendly, busy office, in unusual and pleasant surroundings. The staff at Bishopthorpe Palace work as a small and close-knit team and support each other at busy periods with flexibility and good humour.
In this key role, you will join our small, friendly and welcoming team at Bishopthorpe Palace, offering the highest standards of hospitality to our colleagues and guests at all times.
As Personal Assistant you will provide secretarial and administrative support to the Archbishop’s Chaplain/Researcher, Domestic Chaplain and the CDM Administrator.
Managing your time as needed, you will make all necessary administrative arrangements, including extensive liaison with staff in the numerous bodies with which the Chaplains are in contact, both within the Church of England and other organisations.
Experienced in providing a high standard of service, you will have the knowledge and the skills to produce detailed and accurate minutes and collate information and data, demonstrating a full understanding of data protection requirements. An important part of this role will be to provide administrative support in the area of clergy discipline.
An experienced user of MS Office, you will organise diaries and meetings effectively, confidently liaising with people at all levels within the organisation.
The working hours will be 09.00 am-17.00 pm, with an hour for lunch working Thursday and Friday each week.
In return we offer a unique environment with opportunities for continuous learning, generous annual leave for work life balance, season ticket loans and a range of benefits including an extremely attractive non-contributory pension scheme.
Interviews will be held on the 13th December 2018 at Bishopthorpe Palace
The Role :
Support to the Chaplains
Typing from audio and manuscript in a fast and accurate manner. Shorthand would be an advantage.
Drafting responses to general enquiries and dealing with correspondence in the absence of the Chaplains. Assisting the Chaplains in drafting responses to general correspondence for the Archbishop’s signature.
Managing the Chaplains’ diaries: online, hard and date file.
Organising seminars, meetings, lunches, dinners and receptions, including York Consecrations and Archbishop’s staff meetings. This will occasionally result in the post-holder working during the evening.
Receiving visitors, as required, on behalf of both the Chaplains and the Archbishop.
Assisting the Chaplains in arranging the Archbishop’s ecclesiastical engagements in this country and briefing the Archbishop for such engagements.
Making travel arrangements on behalf of the Archbishop and the Chaplains for visits staffed by the Chaplains, both within the UK and abroad.
Assisting the Chaplains in the regular administration of the Bishopthorpe Palace Chapel, including the preparation of a monthly rota of daily and monthly services of worship. This may sometimes include the preparation of orders of service.
Taking minutes of meetings on an occasional basis.
Maintaining regular contact with people at all levels in the many areas of the Archbishop’s ministry, including by telephone and e-mail, whilst ensuring a high degree of confidentiality.
Providing general administrative support to the Chaplains, and any other duties that may arise as required.
Filtering the Chaplains’ telephone calls and making calls on their behalf.
Filing and retrieving papers relevant to the work of the Chaplains.
Clergy Discipline Measure (CDM) administration and related safeguarding administrative duties
Provide CDM casework support to the Archbishop’s Chaplain/researcher and the CDM Administrator including:
Assisting with CDM correspondence and mailings.
Photocopying and scanning case files
Organising case files as directed by the CDM Administrator.
Updating CDM record database as directed by the CDM Administrator.
Provide CDM administrative support to the Archbishop’s Chaplain/Researcher including:
Organising and minuting CDM & related safeguarding meetings, including catering and other meeting requirements. Sending out reminders/invitations and follow-up paperwork.
Administrative support to prepare for safeguarding –related audits.
Updating the CDM Manual under the direction of the CDM Administrator.
Tell us how you meet the requirements for the role :
Good Microsoft Office and keyboard skills, including working knowledge of Excel databases and Powerpoint.
Good verbal and written communication skills including ability to write detailed and accurate minutes of meetings, format and proof read documents.
Ability to organise diaries and meetings.
Ability to collect and collate information and data and understand data protection requirements.
Confident in working with people at all levels both within the organisation and members of the public.
Experience of office and administrative work.
Experience of providing personal administrative support.
Experience of dealing with enquiries from members of the public.
Experience of organising meetings and/or events.
Evidence of dealing with confidential and sensitive material.
‘A’ level standard or equivalent experience.
Ability to organise own work and prioritise duties.
Ability to work in a strictly confidential environment and handle sensitive documents.
Ability to work under pressure and to meet deadlines.
Ability to work methodically and accurately showing attention to detail.
Good interpersonal skills and the ability to deal politely, confidently and efficiently with a range of people and to work as a member of a team.
Experience of working in a legal office.
Knowledge of and empathy with the Church of England and its structure.
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
As we are a member of the Armed Forces Covenant, we welcome all applications from those you have served in our Armed Forces and their families
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.