Description of Job
JOB DESCRIPTION
Job title: Personal Assistant to Rector
Teams: Operations Team
Line manager: Executive Assistant
Hours: Full-time
Place of work: St Aldates Parish Centre, 40 Pembroke Street, Oxford, OX1 1BP
Contract: Permanent
PURPOSE OF THE ROLE
The Personal Assistant (PA) to the Rector at St Aldates plays a crucial role in ensuring the ongoing smooth and efficient operation of the Rector’s office. This role involves managing a wide range of administrative and organisational tasks to support the Rector.
The PA will ensure the Rector’s office continues to be organised, focused, and will support the Rector’s ministry responsibilities by managing administrative tasks, coordinating events, and ensuring clear communication. This position is essential for maintaining the smooth operation of the church and supporting its mission to serve the congregation and the wider community.
KEY TASKS AND RESPONSIBILITES
Correspondence and Diary Management
·Attend regular correspondence meetings throughout the week: Take dictation, draft, and shadow-write email responses on behalf of the Rector.
·Flexible and careful management of the Rector’s diary: Schedule appointments, meetings, and events, ensuring optimal time management.
·Manage tickets, travel, and accommodation: Organise logistics for conferences and trips.
·Welcome visiting groups and guests: Show warm hospitality to visitors throughout the year.
·Respectfully handle confidential and emotionally sensitive information: Including safeguarding cases.
·Assist the Rector with deadlines, time management, and meeting attendance: Ensure the Rector is well-prepared and punctual.
Communication Management
·Attend weekly team meetings: Take notes, communicate key messages, and organize follow-up actions.
·Weekly Services meeting: Capture dates for wedding banns and special services (e.g., Easter, Christmas).
·Prepare and distribute weekly Keynotes: Facilitate clear messaging for Sunday services.
·Manage the overall Preaching Rota: Include regular Sunday Services and special services such as Lent and Advent.
·Attend and input in additional meetings on the Rector’s behalf: Represent the Rector as needed.
·Maintain communication with the Diocese of Oxford: Particularly regarding Sunday service statistics.
·Regularly update the Services Register: Ensure accuracy and timeliness.
Special Projects Management
·Work alongside the Events Team when needed.
·Undertake special projects and assignments as directed by the Rector.
Qualifications and Skills
·Proven experience as a Personal Assistant or in a similar administrative role.
·Excellent organisational and time-management skills.
·Strong written and verbal communication skills.
·Proficiency in Microsoft Office Suite and other relevant software.
·Ability to handle a high volume of emails and manage multiple tasks simultaneously.
·Discretion and confidentiality in handling sensitive information.
·Strong interpersonal skills and the ability to work well with a diverse group of people.
·A proactive and flexible approach to work.
Personal Attributes
·A commitment to the mission and values of St Aldates.
·A positive and supportive attitude.
·High level of integrity and professionalism.
·Ability to work independently and as part of a team.
·Strong problem-solving skills and attention to detail.
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