Office Manager and Executive Assistant
Job Title:Office Manager and Executive Assistant to the Bishop of Portsmouth
Salary:£31,710 per annum
Working Hours:35 hours per week, with the possibility of hybrid working, subject to agreement
Location:Bishopsgrove, Fareham, the residence of the Bishop of Portsmouth
Overview
KaneHR are working with the Diocese of Portsmouth to present an exciting opportunity for an Office Manager and Executive Assistant to join the Diocese and support the Rt Revd Dr Jonathan Frost, Bishop of Portsmouth. This role arises at an exciting moment of strategic advancement within the Bishop's office and household. It provides a unique opportunity to shape the support team so that it reflects and advances the Diocese's vision, to be a rejuvenating community of Jesus centred, Kingdom seeking disciples and to place mission, growth and service at the heart of everything they do.
The purpose of this role is to support the Bishop of Portsmouth as effectively as possible in the discharge of his duties, to ensure that the Bishop's office runs with hospitable warmth and efficiency, and that all core functions are discharged to the highest standard. The Office Manager and Executive Assistant will enable the Bishop to lead confidently into the future, helping the Diocese to revive spiritual leadership, revitalise discipleship pathways, and renew its life and mission.
We are seeking a personable and proactive colleague with an enquiring mind, strong relational skills, and outstanding administrative ability; someone who will contribute with clarity, compassion and a shared commitment to the Diocese's strategic direction.
Main Responsibilities
General:
•To provide appropriate support as requested by the Bishop in exercise of his duties.
•To ensure the oversight and effective running of the Bishop's office, ensuring that all key functions of the office are delivered to the highest possible standard.
•To ensure that all contact with the Bishop's office, whether through a personal visit, telephone call or correspondence is dealt with in a timely, courteous, and efficient manner.
•To ensure that the Bishop's office has the capacity to be flexible and innovative to meet new developing needs of the Bishop and the Diocese.
•To manage and support the office staff, including the full line management of staff, to that end creating a positive team and a learning culture.
•To identify possible areas for development and change.
•To liaise with the Communications Officer to ensure all posted social media content remains relevant and reflective of the Diocese's values. To manage the Bishop's professional presence on all associated social media platforms, liaising regularly with the Communications Officer to do so.
•To respond as appropriate on behalf of the Bishop to comments or direct messaging received on social media platforms in a timely manner, liaising with the Communications Officer as required.
Advice & Support:
•To act as a sounding board for the Bishop on matters of Diocesan leadership
•To respond to calls, emails, complaints or enquiries or issues and act appropriately on any administration matters that arise
•To manage the Bishop's diary, aligned to priorities agreed with the Bishop
•To play an enabling role in the management of disciplinary cases brought under the Clergy Discipline Measure, liaising as needed with the Diocesan Registrar, and to work with the Administrative Secretary insofar as confidentiality allows
•To draft appropriate responses to letters, and other papers, for the Bishop according to need
•To act as the secretary for the Bishop's Staff meetings, and other meetings, including preparing agendas, taking, and producing minutes
•To attend stakeholder meetings when requested by the Bishop
•To respond and act on the Bishop's behalf, as requested by the Bishop.
Safeguarding:
•To represent where necessary the Bishop's office at relevant meetings.
•To oversee and manage the work of the Administrative Secretary
All staff working for and with the Bishop will give proper care and attention to matters of safeguarding. This includes attending training and careful handling of confidential information.
The role will require an enhanced DBS check, as there will be frequent contact with young people and vulnerable adults.
Person Specification
Essential
Knowledge/Experience
•A proven track record in office management, or its equivalent, to an exacting standard including effective planning of own work and that of others.
•Experience of managing and developing staff.
•Experience of drafting clear, accurate and sensitive briefing material and longer documents to tight deadlines.
•Evidence of a high level of administrative and organisational ability including document management skills and complete understanding of the full Microsoft Office suite.
•The ability to communicate excellently both orally and in writing.
•Experience of minute taking and drafting correspondence.
•Proven problem solving and analytical skills.
Attributes
•An awareness of the Christian faith would be desirable, but not essential.
•Excellent interpersonal skills including the ability to establish positive working relationships with senior stakeholders and to represent the Bishop to external partners.
•Patience, resilience, and flexibility.
•Ability to change and adapt to changing priorities and work under pressure to achieve deadlines.
•Well organised with an excellent eye to detail.
•Able to adjust the working style to the Bishop's preferences and requirements.
Education
•Educated to degree level or equivalent experience
Desirable:
• A full driving licence
Salary
The starting salary of this role is £31,710 per annum
Hours of work
The hours of work will be 35 hours per week (09:00-17:00) with a one-hour lunch break, to be taken at a time agreed with the Bishop. Some flexibility on the pattern of working and remote working is possible by negotiation.
Full job description available upon request
The Diocese of Portsmouth is committed to building an inclusive, personal, fair, and diverse environment where belonging, equality, diversity, and inclusion are promoted and treasured. As part of this commitment, we welcome applications from people, regardless of their background.
If you are required any assistance with the interview, please state this information in your application.