Assistant to the Mission Adviser/Office Administrator

This job has now expired
York
Permanent
£24,005 p.a. rising to £25,634 p.a. after probation

This post gives an excellent opportunity to work in a small, friendly, busy office, in unusual and pleasant surroundings. Colleagues at Bishopthorpe Palace work as a small and close-knit team and support each other at busy periods with flexibility and good humour.

As a pro-active, efficient and highly organised individual you will work within the central office team of the Archbishop of York, providing high quality administrative support to the Adviser in Mission Strategy and Church Revitalisation and the Strategic Lead for Missional Youth Church Network (MYCN).

A personable individual with previous experience as a personal secretary and good communication skills. You will deal confidently with a wide range of stakeholders, be highly competent at using Microsoft Office IT packages, have previous experience of statistical analysis, excellent diplomacy and organisation skills, and a keen eye for detail.

The main responsibilities for this role are;

Mission Administration

  • Provide full administrative support to the Archbishop’s Adviser in the preparation, execution and follow-up of Mission events and meetings, particularly in relation to the Archbishop’s evangelistic activities.
  • Production of population, attendance, church and school statistics and maps in relation to Mission events and Mission strategy.
  • Establish excellent working relationships with all Archbishop’s partner organisations and churches to assist in the organisation of Mission events and projects.
  • Support the Archbishop’s Adviser at meetings, producing minutes and organising their distribution as appropriate.
  • Produce detailed Mission itineraries for the Archbishop and his team, in liaison with the Archbishop’s PA.
  • Make travel arrangements on behalf of the Archbishop’s Adviser.
  • Deal with emails, written and telephone enquiries in the absence of the Archbishop’s Adviser.
  • Preparation of expenses for the Archbishop’s Adviser.
  • Fulfil general office duties for the Archbishop’s Adviser including photocopying, laminating and shredding documents as required.

MYCN Administration

  • Provide administrative support to the Strategic Lead for the MYCN including preparation of email and letter correspondence, diary management, booking of train travel and expense preparation.
  • Provide administrative support in the preparation, execution and follow-up of meetings.
  • Production of population, attendance, church and school statistics and maps.

Central Office Administration

  • Provide administrative support to the Office Manager in the oversight of office systems and support to the Chief of Staff.
  • In conjunction with the Office Manager, responsibility for the day-to-day line management of the Receptionist, working with the Receptionist and Administrative Assistant to ensure Reception is covered at all times, including holiday periods and sickness absence.
  • Assist with the opening and allocating of incoming post, entering it onto the postal database and distributing it within the office.
  • Responsible for the oversight of the Office email inbox, working with the Receptionist and Administrative Assistant to ensure the inbox is maintained and house-keeping systems applied.
  • Take a lead responsibility for the day to day oversight of the office franking machine:

- liaising with the Receptionist/Telephonist to ensure outgoing post is prepared in a timely manner,

- ensuring all franking supplies are maintained.

The ideal candidate should have;

Essential

Education:

  • Educated to ‘A’ level standard or equivalent experience.

Knowledge/Experience:

  • Previous secretarial and administrative experience reporting to a senior manager.
  • Previous experience of line management responsibilities.
  • Knowledge of Church of England structures, terminology and personnel.

Skills/Aptitudes:

  • Experience of using Microsoft Office in particular good working knowledge of Word, Excel and Powerpoint, as well as a networked computer system.
  • Fast and accurate typing with a speed of at least 60 w.p.m. is required.
  • Well-presented work with an eye for detail.
  • Ability to show initiative and work with minimal supervision.
  • Good communication skills both oral and written, including an excellent telephone manner as daily contacts are at the highest level with proven experience of drafting letters independently.
  • Good interpersonal and diplomatic skills as they will need the ability to deal with people at all levels and all walks of life with courtesy and appropriate firmness, as required.
  • Ability to maintain a high degree of confidentiality.
  • Well organised, methodical and the ability to cope with conflicting priorities.
  • Experience of accessing and processing information from the internet.
  • Ability to work calmly under pressure and to meet deadlines.
  • Ability to work as a member of a team.

Desirable

Skills/Aptitudes:

  • Experience of working with statistical mapping tools, training will be available if required.

Non-clergy staff will be automatically enrolled into the in the Pension Builder 2014 Pension Plan (PB2014) in line with legislation unless they choose to opt out. Clergy already in the Church

of England Funded Pensions Scheme (CEFPS) will have the option of either remaining in this scheme or joining the CAPF scheme.

Bishops Staff have an income protection insurance arrangement. To be eligible for cover under this policy an employee must be a member of the (PB2014) scheme. Please note that insurance cover is not necessarily automatic, and that underwriting may be required by the schemes in some instances (for example if you do not join the scheme at the first available opportunity or opt out of the scheme and subsequently re-join). Cover will be subject to any terms and conditions laid down by the insurance company.

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.