Executive Assistant to the Secretary General

This job has now expired
Westminster, London
Permanent
£30,909 p.a. rising to £33,452 p.a. after probation

The Secretary General is the CEO of the Archbishops Council charity (Secretary General of the Archbishops Council, Secretary to the General Synod and Secretary to the House of Bishops). He supports the Archbishops, Bishops, General Synod and all the arms of the Church in furthering its mission. The Secretary General has particular responsibility for supporting the Archbishops and Bishops in the work of Renewal and Reform, a body of work designed to enable the Church of England once again to become a hopeful and growing Church in every region and every generation in England.

He is also Secretary General of the General Synod of the Church of England which is the legislative body of the Church of England, made up of three houses The House of Bishops, Clergy and Laity. The General Synod meets in London in February (and if necessary in November), and in York in July. The legislation it passes becomes part of UK law and is subject to Parliamentary Approval and Royal Assent.

This is an essential role in the Secretary Generals Office and Central Secretariat, combining executive assistance to the Secretary General, with events support to the General Synod.

As Executive Assistant to the Secretary General of the Archbishops Council and General Synod, you will be managing the Secretary General's office and diary. Acting as the first point of contact, you will triage all correspondence, dealing with requests as appropriate. You will engage proactively with senior stakeholders across the Church on the Secretary General's behalf, providing advice, problem-solving and disseminating key information to General Synod members and attendees.

As well as providing high-quality administrative support at senior level meetings including minuting and note-taking, you will attend General Synod meetings, including a 7-day residential in York every July, and other governance meetings as required.

With demonstrable experience of executive level office management,you will be used to providing proactive support in a professional and efficient manner. You will have the confidence to communicate with people at all levels clearly and assertively dealing appropriately with confidential matters and sensitive issues.

Competent in the use of IT with a comprehensive knowledge of systems and processes, you will make full use of technology to prioritise and complete complex tasks and meet urgent deadlines.

In return we offer a unique environment with opportunities for continuous learning,generous annual leave for work life balance, season ticket loans and a range of benefits including discounted entry to attractions and what we feel is a market leading package when it comes to our pension scheme.

Interviews will be held on the 11th September 2019

If successful at the first stage, there will be a second interview with the Secretary General.

In return we offer a unique environment with opportunities for continuous learning,generous annual leave for work life balance, season ticket loans and a range of benefits including discounted entry to attractions and what we feel is a market leading package when it comes to our pension scheme.

The Role:

  • Managing the Secretary Generals office and providing executive administrative support in all areas, including, but not exclusively, making practical arrangements for meetings and visits, maintaining, developing and reviewing filing systems, and processing expense claims.
  • Acting as the first point of contact for the Secretary Generals Office, triaging all correspondence, dealing with requests as appropriate and understanding when requests needs to be passed on to the Private Secretary or Secretary General, or another relevant member of staff. Dealing sensitively, independently and with initiative with a considerable amount of discrete engagement by telephone, email and correspondence, often dealing with matters of confidentiality.
  • Managing the Secretary Generals diary using Outlook and proactively engaging with senior stakeholders across the Church on the Secretary Generals behalf.
  • Carrying out research projects for the Secretary General, taking initiative for what relevant information the Secretary General might need for meetings and current projects. Collating briefing documents and providing daily briefing files with analysis of key topics.
  • Providing high-quality administrative support at senior level meetings including minuting and note-taking.
  • Managing communications to NCI staff and key stakeholders about Archbishops Council and General Synod related meetings and business.
  • Attending General Synod meetings, including a 7-day residential in York every July, and other governance meetings as required.
  • Organising the logistical arrangements for meetings of the General Synod. Attending planning meetings with the Events Manager, and deputising for the Events Manager when necessary. Managing and leading a team of staff to support the General Synod sessions.
  • Managing and leading Synod Support arrangements.
  • Arranging mailings to Synod members.
  • Providing advice, problem-solving and disseminating key information to General Synod members and attendees by telephone, email and in person and offering ongoing liaison.
  • Maintaining the General Synod database and managing Synod members GDPR preferences.
  • Supporting the maintenance of the General Synod webpages on the Church of England website and uploading member resources.
  • Other projects as required.
  • Deputising and providing cover for the Private Secretary and Events Manager and making decisions on their behalf when necessary.
  • Any other duties that may arise within the Secretary Generals Office as required.

The Requirements :

Essential

Skills/Aptitudes:

  • Excellent and demonstrable IT knowledge, including advanced knowledge of the use of Microsoft Office Suite, especially Excel, Access and Outlook and SharePoint.
  • Ability to prioritise and meet complex deadlines.
  • Ability to work under pressure using own initiative and to work unsupervised, as well as collaboratively.
  • Sensitivity and good judgement in dealing with urgent, confidential and complex matters.
  • Ability to consistently deliver high quality customer service in a busy environment.
  • Ability to communicate clearly, both orally and in writing with numerous stakeholders as the first point of contact in the Secretary Generals Office.
  • Ability to manage, foster and maintain professional relationships with key stakeholders at all levels, both internal and external, responding proactively to complex needs.
  • Ability to maintain professional neutrality amidst discussions of sensitive and controversial matters.

Knowledge/Experience:

  • Demonstrable experience of executive level office management and administrative support.
  • Experience of managing the diary of a director or senior member of staff and providing proactive support.
  • Proven track-record in the use of databases, word processing skills, spreadsheets and Content Management Systems.
  • Proven ability of managing projects and budgets.
  • Proven experience in supporting events management.
  • Extensive understanding of budget sheets and invoicing.
  • Experience and significant understanding of servicing member-led bodies.
  • Ability to judge actions needed according to circumstances and employ a flexible approach by applying independent thought.

Personal Attributes:

  • Professional and well organised.
  • Discreet and aware of the need for confidentiality.
  • Confident, proactive and able to demonstrate initiative.
  • Ability to maintain focus to complete tasks under pressure and move quickly and seamlessly between varying and multiple tasks and subjects.
  • Receptiveness to new ideas and flexible approach to work.

Desirable

  • An understanding of the workings of the National Church Institutions or a willingness and ability to learn rapidly about them.
  • Understanding of the current issues faced by Church of England.
  • In sympathy with the aims and ethos of the Church of England.

Circumstances

  • Must be willing and able to attend General Synod sessions in London (February and November) and York (July). Preparation for and attendance at General Synod limits when annual leave may be taken and includes longer working and flexible hours. A policy to enable staff to take Time Off in Lieu is in operation to recompense additional time worked.

We in the National Church Institutions support the mission and ministries of the Church all over England. We work with parishes, dioceses (regional offices), schools, other ministries and our partners at a national and international level.

Excellence, Respect, Integrity

We follow these three values in everything we do, whether we are of Christian faith, another faith or no faith. To learn more about working for National Church Institutions and our benefits, please clickhere

As we are a member of the Armed Forces Covenant, we welcome all applications from those you have served in our Armed Forces and their families

We are committed to building a culturally diverse workforce. As part of this commitment, we welcome applications from people, regardless of their background. As a Disability Confident committed employer, it is important to note that there may be occasions where it is not practical or appropriate to interview all disabled applicants who meet the minimum criteria* due to high volume. We limit the amount of interviews conducted to five applicants per open post we advertise.

*Where applicable depending on post requirements.