Executive Assistant to the Diocesan and Assistant Diocesan Secretaries

This job has now expired
Liverpool
Permanent
£30950.00 - £32950 pa depending on experience

The postholder will act as Personal Assistant to the Diocesan Secretary (DS) and Assistant Diocesan Secretary (ADS) and will liaise closely with the Executive Assistants for the Bishop of Liverpool, Bishop of Warrington, the Dean of Liverpool Cathedral and the Archdeacons.

They will need to liaise with the senior staff of Liverpool Diocese and the clergy and senior staff of Liverpool.

The advertisement will close on 17th October and interviews will take place on 28th October 2019.

Job Purpose

To provide support for both the Diocesan and Assistant Diocesan Secretaries to enable the role holders to fulfil their functions as they operate across the Diocese of Liverpool and Liverpool Cathedral. To ensure the smooth running of the governance functions of the Liverpool Diocesan Board of Finance including the taking of minutes at meetings. To oversee key compliance processes which currently include visa applications, GDPR requirements, and DBS applications and to lead on similar processes should they occur.

  • Providing a full secretarial support as required.
  • Preparing the Diocesan Secretary (DS) and Assistant Diocesan Secretary (ADS) papers on weekly basis and maintaining an efficient system for tracking what work needs to be achieved.
  • To effectively line manage staff as required.
  • Manage the DS and ADS diary arranging relevant appointments, ensuring travel arrangements and room bookings are made where necessary.
  • Deal with correspondence and enquiries in an appropriate and efficient manner including maintaining an efficient log of correspondence.
  • Work on own initiative to action or redirect matters which do not require the DS/ADS attention but are within their authority.
  • Manage a variety of processes on behalf of the DS/ADS.
  • Deal with complaints to the Liverpool Diocesan Board of Finance (LDBF) and cathedral ensuring they are appropriately responded to.
  • Attend and minute meetings as required.

Governance

  • To provide support for the governance processes in conjunction with the DS/ADS.
  • To oversee the preparation of Board of Finance, Bishops Council and Diocesan Synod meetings.
  • To assist with the organisation of elections.
  • To provide guidance and answer queries on governance matters.
  • To ensure good record keeping and file retention.
  • To act as the Data Protection Officer for the LDBF and Liverpool Cathedral.
  • To oversee the Disclosure and Barring Service process for LDBF and Cathedral staff and act as a superuser for the checking provider.

Insurance

  • To ensure that closed churches and glebe land is appropriately insured.
  • To manage any insurance claims.
  • To participate in the annual reviews of insurance policies held by the diocese
    and the cathedral.

Visa process

  • To manage the visa process for overseas applicants to diocesan and cathedral roles.

Other tasks include

  • Specific projects as requested.
  • Any such duties that may be necessary to support the DS/ADS work.

Essential Requirements

  • Educated to GCSE level (or equivalent)
  • Proven administration skills
  • Experience of taking committee and other meeting minutes
  • Excellent communication skills both written and oral
  • Methodical and thorough with an ability to pay attention to detail
  • Ability to handle a range of diverse tasks and prioritise according to demands
  • Excellent organisation skills with an ability to work to deadlines
  • Ability to draft correspondence
  • Operational knowledge of Microsoft Office packages
  • Resilient with an ability to remain calm under pressure
  • A collaborative team player who is respectful of colleagues and can recognise the wider needs of the organisation
  • Ability to deal with a wide range of people, to quickly build rapport and act with patience, sensitivity and tact
  • Approachable and dependable
  • Ability to handle personal and sensitive information in the strictest of confidence
  • Energetic, proactive with an ability to work on own initiative
  • Professional approach to all aspects of work
  • To have an understanding of, and be in sympathy with, the Church of England
  • Able to work flexibly, including evenings and the occasional weekend if required

Desirable requirements

Qualification in business administration
Previous experience of working as an EA/PA
Experience of working with confidential material
Proven leadership skills
Understanding of governance and good governance principles