Office Manager & Senior Executive Assistant

This job has now expired
Truro
Permanent
£32,212
2 Applications

Recent and upcoming staff changes in the Bishop’s office has provided an opportunity to re-shape the staff team under the leadership of this new post

The purpose of the role is to support the Diocesan Bishop as effectively as possible in the discharge of his duties; to ensure that the Bishop’s Office runs at maximum efficiency and that all core office functions are discharged to the highest standard.

The preferred start date for this post is 6th January 2020, but this date could be deferred if the successful candidate were required to give a longer period of notice.

The main responsibilities for this role are;

General:

  • To provide appropriate personal support to the Bishop in the exercise of his duties
  • To ensure the oversight and effective running of the Bishop’s office, ensuring that all key functions of the office are delivered to the highest possible standard
  • To ensure that all those interacting with the Bishop’s office have a positive fruitful experience in doing so
  • To manage and support the office staff to that end creating a positive team culture
  • To identify possible areas for development and change.

Advice & Support:

  • To join the Bishop daily for the saying of Morning Prayer
  • To pray regularly for the Bishop in the exercise of his responsibilities
  • To reflect theologically with the Bishop regarding his mission and ministry
  • To act as a sounding board for the Bishop on matters of Diocesan management and leadership
  • To respond to calls, emails, complaints or enquiries on issues which require theological, technical or pastoral input
  • Insofar as confidentiality allows, play an appropriate role in the management of cases brought under the Clergy Discipline Measure, liaising as needed with the Diocesan Registrar
  • To draft appropriate responses to letters, and other papers, for the Diocesan Bishop according to need
  • To act as clerk to the Episcopal College (senior staff meeting) and other meetings, including preparing agendas, taking and producing minutes.

Safeguarding:

  • To represent the Diocesan Bishop’s Office at meetings of the Safeguarding Audit Committee and the Advisory Panel
  • To monitor licensed and PTO clergy training compliance and requirements (in association with the Safeguarding Team)
  • To liaise with the Safeguarding Administrator and the Secretary of Readers in progress chasing renewal of DBS checks for clergy and readers.

Data Protection:

  • To lead with all DPA issues, including Subject Access Requests, for the Diocesan Bishop’s Office including working with relevant staff at Church House in ensuring compliance.

Finance and House management:

  • To oversee and manage the budget processes associated with the ‘Local Account’ (the Bishop’s budget)
  • To ensure the effective management of utilities and settlement of account
  • To oversee maintenance contracts and house repairs
  • To oversee payments from the ‘Henry Smith’ charity
  • To take responsibility for health and safety and first aid in Lis Escop as a place of employment.

Appointments:

  • To exercise oversight over the process of clergy appointments
  • In association with the part-time PA ensure:
    • The issuing of offer letters;
    • Appropriate steps are taken regarding DBS and safeguarding
    • Liaison with the registry for the issuing of licences
    • Granting of Permission to Officiate
    • The management of clergy Personal Files, and oversee the volunteer administrator, to ensure they are kept up to date and compliant
    • The maintenance of the database
    • Issuing of exit letters and deeds of resignation
    • Announcements of appointments and resignations
  • To draft the initial elements of CCSL requests, and respond to queries from other dioceses when required about clergy working in the Diocese or whose files held in the office
  • To oversee the volunteer administrator in continuing the process of archiving parish files held at Lis Escop advising as to whether papers are retained, moved to other files or shredded

Special Services:

In association with the part-time PA

  • Liaise with parishes and the Cathedral in the planning and administration of confirmations
  • Oversee the planning of ordinations and the ordination service including:
  • The issuing of appointment letters
  • The planning of the ordination retreat in association with the Diocesan Director of Ordinands
  • The purchase of Bibles for ordinands and planning the ordination lunch
  • Liaising with the Registry regarding the issuing of licenses
  • Manage correspondence regarding the Chrism Eucharist
  • Manage nominations, planning and administration of the Cross of St Piran and Maundy services

The ideal candidate for this role should have;

Essential

Knowledge/Experience:

  • A proven track record in office management, or its equivalent, to an exacting standard including effective planning of own work and that of others
  • Experience of managing and developing staff
  • Experience of drafting clear, accurate and sensitive briefing material and longer documents to tight deadlines
  • Evidence of a high level of administrative and organisational ability including document management skills and complete understanding of the full Microsoft Office suite (e.g. Outlook, Word, Excel, PowerPoint)
  • The ability to communicate excellently both orally and in writing
  • Experience of minute taking and drafting correspondence
  • Proven problem solving and analytical skills

Attributes:

  • Excellent interpersonal skills including the ability to establish positive working relationships with senior stakeholders and to represent the Bishop to external partners
  • Patience, resilience and flexibility
  • Ability to identify and adapt to changing priorities and work under pressure to achieve deadlines
  • Well organised with an excellent eye for detail
  • It is an Occupational Requirement of this post that the post holder be a practicing Christian

Circumstances:

  • The ability to travel to work at Lis Escop and some other travel (e.g. to the Diocesan Office)

Desirable

  • Theological education to Certificate level or above
  • A general understanding of, and sympathy with, the life, ministry and mission of the Church of England

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.