The role includes a wide range of organisational and secretarial tasks that will allow the Diocesan Secretary, who works as the operational cheif exectuive of the Diocese of Southwark, to maximize the use of her time. The PA will work collaboratively as part of a team who support the committee structure of the diocese, and the broader administrative support within the secretariat. Confidence and competence in the use of IT will be really important in this role, to manage corrresponce, track actions, manage data and to produce high quality presentations and documents.
We are seeking an experienced PA who thrives in a changing and dynamic enironment, to support the Diocesean Secretary, who leads the operational, financial and governance arrangements for the Diocese, one of the largest dioceses within the Church of England.
This is an exciting, busy and wide-ranging role, providing the opportunity to use excellent PA skills, working with a wide range of colleagues, including those at a senior level within the Diocese.
- The management of the Diocesan Secretary's diary.
- To provide a professional, discreet, courteous, and efficient first point of contact to Secretariat for all communications with the Diocesan Secretary.
- To maintain complete confidentiality and integrity always.
- Building key relationships with other members of the Secretariat, PAs to the Bishops and Archdeacons, senior trustees, and other colleagues.
- To arrange meetings with a wide range of internal and external contacts,
- Development and maintenance of Word and/or Excel meeting notes and actions resulting from meetings and following these up for the Diocesan Secretary.
- To schedule follow-up meetings and tracking actions for follow-up.
- Responding to correspondence and enquiries, including drafting letters.
- Managing invoices and legal documents sent to the Diocesan Secretary for signature
- Responding to emails where appropriate, as delegated by the Diocesan Secretary and ensuring deadlines for responses are met.
- Managing calls to the Diocesan Secretary and responding to phone calls.
- Management of files and papers; with the aim of continuing to move to a paperless office.
- Developing easily accessible folders for electronic files.
- Managing a bring forward system, ideally electronically, so documents are available for the Diocesan Secretary at the appropriate time for meetings.
- Provide general secretarial support to the Diocesan Secretary, including formatting and proof reading of reports, use of Excel to support monitoring activity.
- Preparing presentations using PowerPoint.
- To use the data sources available to provide summaries of management, financial and other information when required.
You should have a high standard of education, normally to graduate level or equivalent, with experience in a similar or related role, working for someone at a senior level in an organisation.
A high degree of planning and organising, with attention to detail will be really important, as will experience of a busy office with competing tasks, and a collaborative 'can do' approach, with the ability to work with a wide range of colleagues internally and externally.
You should be a confident user of IT, with a keen interest in finding ways of using electronic means to improve efficiecy and effectiveness. You should particularly have:
- Advanced word-processing skills (Microsoft Word).
- Highly competent Excel skills with experience working with and creating spreadsheets.
- Experience with Zoom, Microsoft Teams, and OneNote experience,
- Experience of complex diary management
- Excellent note-taking skills and ability to produce notes and summaries from meetings.
- Proactive curiosity - interest in gaining information from databases and summarise in simple formats.
- A good knowledge of PowerPoint with the ability to develop presentations.
Equally important are the interpersonal and communication skills that will enable you to deal courteously and confidentially with all who contact the Diocesan Secretary's office including:
- A warm and friendly personality
- Good humour, tact, diplomacy, and sensitivity.
- Working in a team environment, but being able to acting on your own initiative as the need arises.
An interest and willingness to learn about and work within the environment of the Church of England, will be important but this is an opportunity to develop knowledge of the workings of an often complex organisation.
You should be in sympathy with the aims and objectives of the Christian Church and have due regard for the traditions of the Church of England