The Personal Assistant (Diary & Events) works closely with the Bishops, the Bishop’s Chaplain, Executive Assistant and Finance & Associate PA. The post‑holder must quickly develop a thorough knowledge of episcopal duties, the workings of the Diocese of Liverpool and the Church of England. This role demands organisational, administrative and diary‑management skills, initiative, discretion, creativity, and a proactive approach to evolving demands. Excellent communication and collaborative skills are required to build effective relationships with a wide range of individuals and organisations.
This role will be primarily based at Bishop’s Lodge, Woolton Park, Liverpool, with occasional work from the diocesan office at St James’ House. Holidays must be agreed between staff to ensure the office remains well‑staffed; the PA will not normally be away at the same time as the Finance & Associate PA.
Responsibilities
Diary Management
* Plan, organise and coordinate day‑to‑day diary for the Bishops and the Bishop’s Chaplain.
* Book, manage and adjust appointments, engagements and meetings.
* Schedule the day to sustain ministries.
* Lead travel and accommodation arrangements.
* Ensure all necessary paperwork or information is available ahead of meetings.
* Liaise with parishes, clergy and stakeholders as required.
* Draft responses to all requests and invitations.
* Protect the diary by setting criteria and pushing back on requests to keep commitments sustainable.
Administrative and operational support
* Manage administration for Readers in the diocese, liaising with the Diocesan Team and Warden of Readers.
* Serve as clerk to the bishops’ meetings, take notes, coordinate agendas, actions and follow‑ups.
* Oversee maintenance of clergy personal files, ensuring up‑to‑date, accurate storage and organisation.
* Collaborate with the Bishop’s Chaplain & Executive Assistant and other team members to provide support that enables the smooth running of the office.
* Develop and maintain electronic and paper filing systems, data, databases and records in line with Safeguarding and GDPR principles.
* Undertake other duties commensurate with the role as requested by the Bishop.
Event management
* Lead planning and delivery of events hosted by or involving the bishops.
* Plan, coordinate and manage logistics, invitations, guest communications and event materials.
* Ensure events reflect the bishops’ priorities and are delivered with professionalism and warmth.
Developing and maintaining relationships
* Build excellent working relationships with all those who encounter the bishops, responding to enquiries warmly and directing them appropriately.
* Establish, maintain and improve working practices and information flows with bishops’ staff, Diocesan Offices, other bishops, external contacts, dioceses and clergy nationally, and the Bishoprics and Church Commissioners.
Qualifications
Skills/Aptitudes
* Demonstrates forward‑thinking, time and priority management.
* Efficient at dealing with requests.
* Handles confidential information with discretion.
* Works flexibly in time and responsibilities.
* Adapts to the Bishop’s agenda and preferences.
* Orchestrates own workload, sets priorities and meets deadlines.
* Shows initiative, creativity and works without direct supervision.
* IT proficiency, including Microsoft Word, Outlook and Excel.
* Strong oral and written communication, including report writing.
* Works effectively as part of a team.
Experience
* Significant experience as a high‑performing administrator, personal assistant or diary manager working with senior staff.
* Demonstrable experience providing personal‑assistant/diary support to senior staff.
* Proven interpersonal skills in establishing relationships with officers/post holders and key stakeholders.
* Proven stakeholder‑management skills to manage competing demands.
* Experience handling expectations, conflicts and difficult conversations while maintaining productive relationships.
* Familiarity with the Church of England’s structures and mission.
Personal attributes
* Works calmly under pressure, solving problems efficiently.
* Calm, confident and adaptable under stress.
* Self‑motivated, punctual and organised.
* Compassionate and patient.
* Displays sympathy with the mission and ethos of the Christian Church, the Church of England and the Diocese of Liverpool.
#J-18808-Ljbffr