* Administer the Dean and Vice Dean’s correspondence via post, telephone and e-mail, able to draft replies as required.
* Lead the coordination, preparation, planning and follow-up for the Dean and Vice Dean’s briefing, and attendance at, meetings associated with the governance of the Cathedral, including Chapter (Board of Trustees), Finance Committee, Audit & Risk Committee, Nominations Committee and Fabric Advisory Committee. This will include research and assistance in the drafting and review of papers for such meetings. (Minute taking will not usually be required, but may be requested from time to time, in necessitation of cover of leave, etc,)
* Work with, and on behalf of, the Dean to ensure that the Dean’s contribution to the Cathedrals’ internal and external communications is timely and effective.
* Organise arrangements for the Ordinations, Installation of Canons and Senior clergy, and other major events.
* Support the Dean and Vice Dean in all of their working relationships, including building and maintaining excellent relationships with Chapter and Committee Members, Bishop’s Leadership Team, and with the wider Diocese, as well as with neighbours, commercial partners, professional advisers and other third-party organisations relating to the Dean and Vice Dean’s work.
* Manage the Dean and Vice Dean’s diary: including making appointments, arranging meetings, travel arrangements, scheduling preaching and other liturgical arrangements, programming annual schedules (such as Bishops Staff Meetings, chaplaincy and wider public commitments).
* Support the Dean, Vice Dean and Chief Officers in events of national and local civic importance and associated activity. Liaise, on behalf of the Dean and Vice Dean, with national and local individuals and organisations, for example: Lord Lieutenant, High Sheriff, Essex County Council Chairman, MPs, etc.
* Liaise with the Bishops’ PA, Bishop’s Chaplain, Diocesan Office Manager and other Diocesan staff. Provide appropriate hospitality for the Dean and Vice Dean’s visitors and meetings, and work alongside colleagues assisting with events and major services.
* Handle, in liaison with the COO’s office, advertising and correspondence relating to recruitment and appointment, hospitality and communication.
* Provide general administrative assistance in the context of a busy office.
* Set up key meetings including room set up and refreshment provision as required.
* Assist the Dean and Vice Dean with the processing of their expenses.
Diary Administration
* Ensure the smooth running of individual and team diaries, including organising internal and external meetings, team meetings, events and related travel arrangements and hospitality.
* Manage electronic and paper filing systems, ensuring that records are appropriately archived.
Administration of the Occasional Offices (baptisms, funerals, memorials and weddings) - (for the Vice Dean)
* Be the first point of contact for Baptisms, Weddings, Funerals and Memorial Services.
* Work with the Canon for Congregation and Communities (Vice Dean), Canon Precentor and other clergy, in the production of service booklets for Occasional Offices.
* Provide responsive support to families involved in the services, liaising with other partners such funeral directors to ensure joining instructions and practical arrangements are communicated clearly and in a timely fashion.
* Make necessary arrangement with external and internal suppliers such as flower arrangers, organists and other musicians.
* Promote clear and up-to-date communications including through monitoring email accounts and revising and distributing information (including updating central Cathedral records) concerning Baptisms, Weddings, Funerals and Memorial Services.
General Office Administration
* Provide General Administrative support, when appropriate, to the Operations Team.
* Field telephone calls and respond discretely and appropriately.
* Attend to the needs of and make welcome Cathedral office visitors.
* Undertake and assist with projects as necessary.
* Assist the Operations Team with the day-to-day running of the office.
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