Executive Assistant to the Chief Finance & Operations Officer
Church of England Central Services (ChECS) provides support services to the National Church Institutions (NCIs) including the Church Commissioners, the Archbishops’ Council and the Church of England Pensions Board. The purpose of ChECS is to enhance the efficiency and effectiveness of the NCIs, dioceses and other church bodies by providing cost-effective shared services. The primary corporate functions of Finance & Resources, IT, HR and Office Services have recently been brought together under the leadership of the Chief Finance & Operations Officer.
This is a busy and stimulating role in which you will provide pro-active personal assistance to the Chief Finance & Operations Officer (CFOO), and occasional support to other directors and senior managers within ChECS. This is a great opportunity for someone to join the newly appointed CFOO as they take up a demanding and varied post. You will be an integral part of their team, providing focussed support to help ensure they are effective and efficient across a wide range of areas.
In addition, the role provides project administration and support for the CFOO in relation to pan-NCI projects. This is also a new area of work and provides an excellent opportunity to support improved effectiveness of project management in the organisation.
The role also works with and provides cover for the Office Manager (Finance & Resources), undertaking administrative support including raising purchase orders, managing office consumables and organising national meetings.
- Pro-active diary management, organising room bookings and managing the in-box of the Chief Finance & Operations Officer to maximise their efficiency and support effective prioritisation. This might include filtering and responding appropriately to correspondence and dealing appropriately with enquiries which do not require direct involvement of the CFOO.
- You may also be required to provide similar diary management support to other departmental directors from time to time as required.
- Acting as the first point of contact for enquiries from a wide range of stakeholders, screening incoming phone calls and ensuring enquiries are dealt with by the appropriate person.
- Ensuring that the CFOO has appropriate papers and other information needed for meetings, anticipating requirements and following up with their team as necessary.
- Providing administrative support to the CFOO and other directors such as preparing PowerPoint slides, collating data or information returns, typing and formatting reports etc.
- Providing project support for the CFOO in relation to pan-NCI projects, including arranging meetings, preparing agendas, circulating papers, taking minutes and updating project documentation (project plans, RAID logs etc).
- Undertaking ad hoc research or other tasks for the CFOO as required.
- Planning, organising and facilitating meetings involving external participants. This may include assembling and distributing papers, arranging catering and meeting follow up – some copy typing may be required.
- Supporting the provision of good document management across the department (physical and electronic) carrying out filing and archiving as necessary and ensuring the department is complying with data handling protocols, document retention requirements, and the clear desk policy.
- Managing the use of the charities’ seals, liaising with other departments as necessary.
- Ordering stationary and other office consumables, monitoring printer paper and toner levels as necessary.
- Raising purchase orders on behalf of the department and being part of the workflow system within SAP (our finance and management system)
- Carrying out other duties as required, which may include for example, anticipating and booking travel arrangements, taking minutes for meetings, or receiving visitors.
The Ideal Candidate
- Highly organised and able to multi-task
- Articulate and able to win others’ confidence
- Excellent Microsoft Office skills including Outlook, Word, Excel and Powerpoint
- Good eye for detail
- Excellent written and spoken English; and strong communication skills including a good telephone manner and clear writing style
- Proactive, able to take the initiative and solve problems confidently
- Good analytical skills; able to interpret information and make decisions
- Working as a personal assistant to senior managers
- Handling competing priorities and adapt to changing requirements
- Able to handle confidential material with complete discretion
- Friendly and able to work on own initiative and as part of a team
- Ability to apply common sense
- Able to work well under pressure without losing sense of humour
- Occasional need for late working to meet deadlines.
- Use of SAP or another purchase order system
- Numerical aptitude / confident in handling financial information
- Experience of project administration e.g. maintaining project plans or RAID logs
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 day’s 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.