An excellent opportunity, to use your skills as an experienced PA to support the work of the Church of England in Croydon. There is a mixture of supporting projects and more complex processes, with the equally important work, in managing diaries, making sure that the right information is available to the right person at the right time, as well as the unique and unusual requests that come our way. You will find a real variety in the role, and no two days are the same.
- Provide a discreet, courteous and efficient first point of contact for all communication to the Archdeacons, showing sensitivity and tact.
- Receive and prioritise a wide range of enquiries by phone, email and post, drafting responses or redirecting/liaising with the Archdeacons as appropriate.
- Manage the Archdeacons' diaries in Outlook, making travel arrangements as required
- Ensure that the Archdeacons have the papers and other practical resources they need for meetings
- Organise, develop and monitor processes for gathering information and collating returns as they are received; disseminating information as required through various means, including on-line submission
- Oversee and be responsible for the administration and tracking of the recruitment and appointment to vacant clergy posts in parishes, including liaising with Parish Representatives on the process; liaise with the media advertising; receive applications, follow up references, prepare interview packs; issue announcement notices
- Monitor, organise and track annual Church Inspections
- Co-ordinate specific events as required. In particular, the bi-annual Episcopal Area Lay Conference: booking a suitable venue, organising the catering, co-ordinating attendance and liaising with relevant speakers and other parties.
- Compile and send out e-mailings.
- Develop and maintain an efficient electronic filing system for the Archdeacons, including confidential files, and keep it up to date in line with the requirements of GDPR.
- Ensure that all the office support systems and resources including stationery, reference books, week-ahead engagement/work file, information databases and IT software are up to date and functioning properly.
Office Manager role
- Responsible for ensuring any health and safety requirements in the building are fulfilled
- Responsible for maintaining and replenishing supplies of stationery, first aid supplies, refreshments and other consumables.
- Manage the office petty cash and make monthly returns to the Finance Department.
- Be responsible for the chapel, ensuring provision of sacristry supplies.
- With suitable advance notice, attend occasional evening and weekend meetings to support the Archdeacons in their role.
You should possess a good standard of education, and have a level of literacy to be able to draft emails and letters that are fluent, and use language that is appropriate to the culture and traditions of the Church of England
- Experience in a role requiring a high degree of planning and organising, with attention to detail.
- Worked in roles that require the ability to work on initiative, where tasks are not always planned or routine, and flexibility of approach has been required.
Skills and Knowledge
- Self-sufficient in making best of use of the IT available and finding the best solutions to achieve the required outcomes.
- Regular and competent user of the latest MS Office suite for PCs
- Word - able to produce and format large documents for publication, use mail merge
- Excel - able to enter data, sort and total,
- Powerpoint - able to put together simple presentations
- Outlook - able to use folders, arrange the Calendars of others, create and use task lists.
- Able to fully utilise the information technology that is available, with the desire to exploit the potential of the IT packages that are available, to seek creative IT solutions.
- Able to utilise social media as a tool for communication and networking
- Note-taking skills and ability to produce summaries from
Personal Qualities and Behaviours
A good team player - takes a flexible approach to tasks, with understanding of others priorities and able to adapt to their own
- Able to exercise tact, diplomacy and sensitivity
- Demonstrate empathy and patience under pressure
- Welcoming and friendly, able to create a good rapport
- Able to maintain confidentiality and discretion
- In sympathy with the aims, objectives and values of the Church of England