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Administrative Assistant

Please Note: The application deadline for this job has now passed.

Overview

This post provides an opportunity to work alongside the Bishop's Senior Personal Secretary in a small, friendly, busy office in a pleasant environment, as part of a new and developing team.

Post Introduction

The Bishop of Sheffield is looking for an Administrative Assistant who enjoys delivering an exceptional service with a welcoming and efficient approach.

This is a part-time opportunity based at the Bishop’s house in Sheffield. The post will be worked over 4 days (20 hours per week) with some flexibility.

In this varied role, you will work alongside the Bishop of Sheffield's senior personal secretary, providing administrative support including filing, archiving, typing and photocopying.   

Your remit will also include some finance work and the opportunity to develop and maintain the office systems and databases, particularly to enable the Bishop to sustain pastoral support of clergy and licensed lay ministers.

Further details are available at www.sheffield.anglican.org

The closing date for applications is the 21st May 2018

Interviews will take place on the 6th June 2018

Main Responsibility

Assisting the Bishop's Personal Secretary with the smooth day to day running of the office

  • Handling telephone calls with confidence, diplomacy and tact
  • Audio and copy typing letters, sermons, speeches, reports and other materials for the Bishop and the Bishop's Chaplain
  • Photocopying and scanning documents as required by the Bishop or other members of the team
  • Daily filing and keeping the office system up to date, archiving as appropriate
  • Sending and receiving emails using Microsoft Outlook and data base File Maker Pro
  • Maintaining and developing the office database and computerised circulation list ensuring that all information is kept up to date and accessible to all members of the team
  • Developing and maintaining systems to facilitate the Bishop’s pastoral support of the clergy
  • Updating the Bishop's section of the Diocesan web site
  • Organising travel arrangements for the Bishop as requested by the Bishop's Personal Secretary
  • Updating personal copy of the Diocesan Yearbook every month
  • Sending out invitations and mailings for clergy conferences, deanery evenings and other circulations as requested
  • Updating the Christmas card list, timely production of labels and posting
  • Monitoring stationery and other supplies and re-ordering as necessary
  • Providing secretarial support to the bishop's wife as and when required
  • Standing in for the Bishop's Personal Secretary as required
  • Providing hospitality to the Bishop’s visitors
  • Carrying out other duties as and when required

Specific Tasks

Clergy and Licensed Lay Ministers

  • Updating the Bishop's Criminal Records database four times a year and ensuring all checks are renewed every 3 years
  • In partnership with the Bishop's chaplain dealing with all Movement forms as clergy move in or out of the Diocese and notifying Area Deans, Crockfords, the Times and the Church  of England newspaper of changes
  • In partnership with the Warden of Readers, maintaining records and routines for these licensed ministers
  • Updating the list of those Clergy in the diocese with Permissions to Officiate and adding new ones
  • Contacting the clergy on behalf of the Bishop to enquire about prayer requests
  • Liaising with the Bishop’s Senior Staff to ensure the Bishop is aware of cases of pastoral need

General and Diocesan Synod

  • Cataloguing and filing General and Diocesan Synod papers

Confirmation

  • Taking responsibility for distributing and retrieving questionnaires to clergy before Confirmation services are held
  • Gathering and collating Confirmation statistics over a period of twelve months and producing final figures
  • Sending out other routine correspondence relating to Confirmations
  • Supporting the chaplain by sending out routine letters relating to Episcopal Reviews and Ordinations

Lay Assistants

  • Updating the list of lay assistants authorised to administer Holy Communion and reviewing every five years

Finance

  • Applying for grants for clergy from various funds including the Lady Hastings Charity and holiday grants by preparing applications, organising and recording all monies and providing reports to the charities about their use.

The Ideal Candidate

Essential

Knowledge, Skills, Attributes

  • Confident in use of Microsoft office including Word, Excel and PowerPoint
  • Working knowledge of Microsoft Access with evidence of previous experience of maintaining a data base within an office environment
  • Excellent word processing skills from manuscript and audio
  • Numeracy and book keeping skills
  • Well presented work with a meticulous eye for detail
  • Ability to show initiative and work with minimal or no supervision
  • Excellent communication skills both oral and written, including a competent and friendly telephone manner
  • Good interpersonal skills with the ability to deal with people from all walks of life with courtesy
  • Ability to maintain a high degree of confidentiality and handle sensitive issues with discretion
  • Well organised, methodical and the ability to manage competing priorities
  • Ability to work calmly under pressure and meet deadlines
  • Ability to work independently and as a member of a team
  • Ability to respond to changing demands and last minute requests
  • A willingness to learn new skills and develop new areas of knowledge

Qualifications / Education / Experience

  • Educated to at least A level or equivalent experience or qualifications with a good command of English, including accurate spelling and punctuation

Desirable

  • Experience in the use of FileMaker Pro
  • Some understanding and interest in the Bishop of Sheffield's ministry

About Us

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.

Benefits- We offer a competitive salary package, a flexible* 35-hour working week for work-life balance and a minimum 25 days holiday plus 3 defined organisational days leave and an attractive defined pension scheme.

We are committed to building a culturally diverse workforce and strongly encourage applications from underrepresented groups. We are committed to equality of opportunity and welcome applications from people, regardless of their background.

*Where applicable depending on post requirements.


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