PA to the Bishop of Stepney (maternity cover)
At the London Diocesan Fund (LDF) we seek to do everything we can to support the mission and growth of the Church of England in London.
The Stepney Episcopal Area covers the London boroughs of Hackney, Islington and Tower Hamlets (each of which is more or less contemporaneous with the 3 Deaneries in the Area). Like much of London the area spans great social and economic contrasts. The three boroughs contain some of the most deprived wards in the country alongside neighbouring districts of expensive housing.
The East End of London has been well known for centuries as a place where refugees and immigrants to this country have settled, and all three boroughs are home to large minority ethnic communities.
Stepney is a diverse and eclectic part of London, challenged and challenging but very authentic and full of life and interest. Church life here is endlessly stimulating and the Bishop has to hold a synoptic overview of all that is happening across the Area, which makes the office an interesting and rewarding place to work.
This is a c.12 month Fixed Term PA to the Bishop of Stepney role to cover a period of maternity leave, starting from the beginning of April 2018.
Closing date - Monday 19 February 2018. Interview date – Wednesday 28 February 2018.
The role of the Bishop’s PA is to provide executive administrative support to the Bishop and play a crucial role in enabling him to manage his wide-ranging and often high-profile work portfolio. The role requires someone with a personable manner, a self-starter who can prioritise a busy workload, has an eye for the details, can use their own initiative and work with minimal supervision. The Bishop’s PA is based in an office which is part of the Bishop’s house in Mile End.
- To support the Bishop in his role, enabling him to attend to all administrative responsibilities whilst managing the Bishop’s office.
- Routine office tasks:
- Dealing with and responding to incoming post, messages, telephone calls and emails.
- Dealing with personal callers.
- Word processing, photocopying, ordering stationery & supplies and all other routine office tasks.
- Security and locking up the office
- Maintaining the Bishop’s diary
- Strategic diary planning
- Managing diary requests, seeking always to maintain a balance between diocesan, community and family claims on the Bishop’s time.
- Preparing appropriate briefing materials for the Bishop’s appointments.
- Servicing the Area Staff meeting, to include producing agenda, accompanying papers and notes of the meeting.
- Preparing, printing, copying and/or circulating papers for other meetings as required.
- Organising conferences and meetings in liaison with other Area Staff.
- Attendance at other meetings as required.
- Co-ordinating hospitality requirements.
- Producing the monthly Bishop’s mailing and other communications with clergy and parishes.
- Liaising with communications staff in the Diocese in relation to media enquiries and over publicity for events.
- Liaison and arrangements for confirmations, ordinations and other Area services.
- Producing, and updating in light of any changes in authorised texts, templates for confirmations, institutions/collations and inductions, licensings and other orders of service in frequent use.
- Checking and finalising draft orders of service produced on behalf of parishes, chaplaincies etc. for services to be attended by the Bishop.
Appointments to posts in the Area:
- Placing of adverts, progressing paperwork and taking up references for new appointments
- Liaison with patrons and parishes.
- Processing arrangements for the ordination and placement of curates.
Area events and functions:
- Arranging and administering events sponsored or hosted by the Bishop.
Record-keeping: Maintaining appropriate hard-copy and/or electronic copies of all relevant documents and communications, including in particular confidential files for:
- Parishes and chaplaincies
- All ministers with a licence or PTO in the Area
- Candidates for ordination training
- Ordinands in training
Finance: Administering and operating
- The Bishop’s Working Costs Account
- The Bishop of Stepney’s Discretionary Account, if required
Legalities and compliance:
- Acting as Compliance Officer for the Bishop of Stepney under the provisions of the Data Protection Act.
- Progressing all matters relating to the administration of duties under the safeguarding legislation for applications for disclosure from the Disclosure and Barring Service.
- Ensuring that all necessary copyright permissions are in place, to include effecting annual renewals of, and returns under, the Bishop’s licence from Christian Copyright Licensing International.
- Dealing with the renewal and issue of permissions for clergy and laity.
The Bishop’s PA is required to have the flexibility to undertake any other duties as directed by the Bishop of Stepney that are commensurate with the role in order to support him in his ministry.
The Ideal Candidate
- Excellent office management and secretarial skills with experience of working in a busy office and to regular deadlines.
- Strong organization skills and a methodical approach including experience of managing busy diaries.
- Ability to draft letters and reports on own initiative.
- Accurate audio typing.
- Excellent written presentation skills.
- Demonstrable IT skills in the use of word processing and spreadsheets, including the use of Microsoft Word, Excel, Outlook and Internet Explorer.
- Competent in managing budgets and tracking costs.
- A high standard of literacy and numeracy.
- Sympathetic to the aims and ethos of the work, theology and mission of the Church of England
- Have an understanding of the institution, structures, ethos and mission of the Church of England, including an appreciation of the roles of key office holders (e.g. Bishops, Archdeacons, clergy, and licensed lay ministers).
- Able to communicate effectively, both verbally and in writing, with people across a broad spectrum of society.
- Good time-management skills.
- A strong eye for detail.
- Able to build relationships with people, both in person and via telephone conversations and correspondence.
- Able to observe strict confidentiality and discretion where necessary.
- Able to operate with diplomacy and sensitivity.
- Professional and flexible approach.
- A willingness to use own initiative.
- The capacity to work alone and be self-motivated.
- Ability to stay calm under pressure and seek solutions to overcome problems.
- Emotionally resilient
- Willingness to attend occasional events in the evenings and at weekends.
The Church of England in London is growing, vibrant and at the heart of communities throughout the capital. At the London Diocesan Fund we seek to do everything we can to support this mission and growth, using our resources to help our parishes and chaplains to serve over 4 million people.
We understand the benefits of employing individuals from a range of backgrounds, with diverse cultures and talents. We aim to create a workforce that:
- values difference in others and respects the dignity and worth of each individual
- reflects the diversity of the nation that the Church of England exists to serve
- fosters a climate of creativity, tolerance and diversity that will help all staff to develop to their full potential.
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