The Bishop is seeking a temporary Executive Assistant for a period of three months to support the Diocesan Bishop 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 Bishop looks to appoint a personable and efficient colleague with an enquiring mind, a proactive approach, good relational skills, and proven administrative competence.
General:
* To provide appropriate support as requested by the Bishop in exercise of his duties
* 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.
Advice & Support:
* 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 draft appropriate responses to letters, and other papers, for the Bishop according to need
* To act as the secretary for Bishop's Staff meetings, and other meetings, including preparing agendas, taking, and producing minutes
Safeguarding:
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.
Data Protection:
To oversee all Data Protection issues, including Subject Access Requests, for the Diocesan Bishop's office, including working with relevant staff at Diocesan Office and Diocesan Registrar in ensuring compliance
Appointments:
* To exercise oversight over the process of clergy appointments
* To work with the Administrative Secretary with regards to the issuing of offer letters
* Appropriate steps are taken regarding DBS and safeguarding
* Liaison with the Registrar for the issuing of licences
* The management of clergy Personal Files, and ensure they are kept up to date and compliant
Special Services:
* Liaise with parishes, Area Deans, and the Cathedral in the planning and administration of confirmation services
* To liaise with key stakeholders in the planning of Ordinations and the Ordination service including issuing appointment letters and planning of the Ordination Retreat in consultation with the DDVO and IME2 Officer
* In association with the Administrative Secretary
* Planning the ordination logistics, minibus, and lunches where necessary
* Liaising with the Registry regarding the issuing of licenses
* The purchases of Bibles and Book tokens
* Manage correspondence regarding the Chrism Eucharist
About You
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 in 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 a complete understanding of the full Microsoft Office suite
* Be able to communicate effectively with a wide range of people within the church and those belonging to institutions, organisations and other groups beyond the Church of England.
* Experience in minute-taking and drafting correspondence
* Proven problem-solving and analytical skills
Attributes:
* 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
* Be adaptable and flexible, able to enjoy working under pressure, to prioritise tasks, work to deadlines, and meet a broad set of demands.
* Have the stamina to cope with a physically, emotionally and spiritually demanding post.
* Well organised with an excellent eye to detail
* Able to adjust the working style to the Bishop's preferences and requirements
* There is an occupational requirement of this post that the post holder is committed to the flourishing of the ministry and mission of the Church of England and the Bishop
Desirable:
* Hold a full driving licence