Bishopthorpe Palace operates as a multi-functional premises, hosting working offices, meeting rooms, worship areas and living quarters. The palace and its grounds are also used for retreats, evening receptions, village fetes, and more.
This post gives an excellent opportunity to work in a small, friendly, busy office, in unusual and pleasant surroundings. The staff at Bishopthorpe Palace work as a small and close-knit team and support each other at busy periods with flexibility and good humour.
In this high profile and key role, you will join our small, friendly and welcoming team at Bishopthorpe Palace, offering the highest standards of hospitality to our colleagues and guests at all times.
Managing your time as needed, you will give a a warm and responsive reception to those telephoning Bishopthorpe Palace and play an integral part in ensuring the smooth running of our busy office.
With the confidence to greet a wide variety of guests and colleagues appropriately, you will have the initiative to work with minimal supervision in a well organised and methodical manner. An experienced user of MS Office, you will have the skills to work from manuscript and audio, ensuring documents are completed accurately and on time.
In return we offer a unique environment with opportunities for continuous learning, a 35-hour working week and generous annual leave for work life balance, season ticket loans and a range of benefits including an extremely attractive non-contributory pension scheme.
Interviews will be held on the 3rd December 2018 at Bishopthorpe Palace
The Role :
Answering incoming calls to the main Palace phone, ascertaining the purpose of the call and transferring to the appropriate member of staff, giving full information.
Answering video-entry phones at the main office door and disabled entrance, greeting visitors, assisting disabled visitors, issuing security passes, and alerting the appropriate member of staff of their arrival.
Fulfilling other general receptionist duties including ensuring the Reception area is kept clean and tidy and that publications/circulars made available in that area are relevant and up-to-date, organising visitor refreshments and ensuring reception/telephone cover is maintained when away from the front desk.
Responsible for the franking/preparation of outgoing post including the completion of paperwork for non-standard postal services and ensuring the post is taken to the post office each evening ahead of closure deadlines.
Responsible for liaising with the telephone system provider to ensure that information on the phone system is up-to-date and accurate.
Maintaining and updating an Excel based external phone list.
Production of standard letters as directed by the Assistant to the Mission Adviser.
Overseeing the office stationery supplies to ensure that stocks are maintained, negotiating prices with suppliers and ordering goods as authorised by the Office Manager.
Updating staff holiday records and central holiday calendar.
Offer administrative support to the Assistant to the Mission Adviser and Office Manager as required.
Assisting in the administration of the Diocesan Prayer Calendar in conjunction with the Domestic Chaplain and his PA.
Assist in the administration of central office emails, filtering the messages and forwarding those requiring further action to the relevant staff members.
Undertaking various clerical duties for all members of the Bishopthorpe Palace Team, including the provision of holiday cover for other administrative staff members.
Tell us how you meet the requirements for the role:
Experience of using MS Word, Excel and Outlook, as well as a networked computer system.
Excellent word processing skills from manuscript and audio.
Good interpersonal and diplomatic skills. Able to deal with people at all levels and walks of life with courtesy and appropriate firmness, as required.
Good communication skills both oral and written, including an excellent telephone manner as daily contacts are at the highest level.
Ability to show initiative and work with minimal supervision, with proven decision making experience.
Ability to maintain a high degree of confidentiality.
Well organised, methodical and the ability to cope with conflicting priorities.
Ability to work calmly under pressure and to meet deadlines.
Ability to work as a member of a team.
Sympathy with the ministry of the Archbishop of York.
Educated to GCSE standard or equivalent experience.
Previous receptionist experience.
Good knowledge of the Church of England and its terminology.
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.
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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.