Administrative Services Manager
£30,000-£33,000 per annum depending on experience plus contributory pension
Full time 35 hours per week (Monday to Friday)
Reporting to the Director of Communications and Corporate Services.
Accountable to the Chief Operating Officer.
The Diocese of Portsmouth comprises 90 parishes across Hampshire, Dorset, Berkshire (except Slough), South Oxfordshire, the Isle of Wight and the Channel Islands. Formed 19th May 1882 by the division of the Diocese of Southwark, the Diocese of Portsmouth has a presence in every community and can offer ministry and mission to all who come to us, working towards the Bishop’s vision of Bringing people closer to Jesus Christ through his church.
Due to some changes within our team structure we are looking for an experienced and high-calibre candidate to join our small central team as our Administrative Services manager. You may have been a senior administrator, Office manager or company secretary, governance manager or board administrator or similar in a busy organisation. You will have excellent communication skills and a great attention to detail. You will computer literate and proficient in office software applications and most of all you will be adaptable and flexible, a strong team player and a self -starter.
You will have a relevant degree 2:2 or above or equivalent experience and project management experience.
You will have an understanding and sympathy with the mission and values of the Catholic Church.
Main duties of the role
You will be supporting the Chief Operating Officer and senior leadership in ensuring the smooth governance and administration of the Roman Catholic Diocese of Portsmouth charity, and you will work closely with the main committees involved in the governance and allocation of resources for the Charity, this includes the Trustee Board and Trust Subcommittees. You will be responsible for the oversight of the office function and be the Data Protection Manager for the organisation.
You will work with the Senior Team to organise events for external stakeholders and supporters of the charity, and conferences and team days for the charity’s staff.
You will also provide important generalist support for the Senior Management Team on ad hoc projects associated with development of the business functions.
This role provides a unique opportunity to work at the heart of the Diocese and contributing to the ongoing development of a professional approach within the organisation. You will be expected to liaise directly with Trustees, Clergy and external stakeholders so it is crucial that you have well developed interpersonal and communication skills. You will need strong organisational and analytical skills for your day-to-day work, displaying meticulous attention to detail and a high level of efficiency. You will exhibit exceptional diplomacy and tact, and a high level of professionalism.
While we are committed to staff development, the central team is small and therefore this is a role for an experienced person it is not suitable for a new graduate.
If you would like a confidential discussion about the role please contact:
Heather Hauschild – Chief Operating Officer
Please apply by sending in the following:
Covering letter: Please tell us how your motivation, values, skills, experience and personal qualities demonstrate your suitability for the role (around 500 words). Please make it clear why you are excited about this role, and why you specifically want to work for the Diocese of Portsmouth.
Current CV and the details of two referees: This should include full education and employment history (including dates, with no gaps left unexplained). Please include your current or most recent employer as one of your referees
Closing date for applications: Friday 28th February 2020 at 13:00pm
Notes to candidates
1. Interviews: all shortlisted candidates will be invited to attend a face-to-face interview.
2. Unsuccessful applications: if you have not been contacted within 3 weeks of your application, we regret that you will not have been offered an interview on this occasion.
3. General: this post will be subject to review under the relevant Diocesan Terms and Conditions of Service.
4. New employees to the Diocese will be subject to a probationary period of six months.
The post-holder will be part of a small team supporting the governance needs of the Diocese of Portsmouth and maintaining an efficient administrative function.
To ensure that the Diocese has in place the governance framework, policies, procedures and support it needs to function as an effective Charity.
The post-holder will manage the development and implementation of governance policies and procedures and provide advice on wider governance issues.
The post-holder will be expected to provide comprehensive and high-quality secretarial support to the Trustees and Subcommittees, ensuring that they have the support required to enable them to fulfil their functions and responsibilities effectively, meeting the requirements of the charity commission legislation and policy framework.
1. To provide comprehensive and high-quality secretarial support to the Trustees, the Finance Audit & Risk and Remuneration Committees, and other Committees or advisory groups as required, and managing the relevant budgets
2. To work closely with the Senior Leadership Team to develop the Trusts work programme,
3. To provide support to the Senior Leadership Team( SLT)
4. To ensure good quality information flows between the senior management and trustees
5. To oversee compliance with Trust governance policies, procedures and relevant provisions in legislation
6.To provide clear and effective line management for the Administrative assistant
Governance, Compliance and Board Management
Work with Secretary to Trustees and the Chief Operating Officer to set and manage meeting date schedules for all Board and Committees to achieve efficient diary management.
Capturing the outcomes of meetings and taking responsibility for communicating these throughout the organisation, obtaining updates from action owners and preparing a report on the status of completion.
Prepare papers for the Trustee Board, and other Board committees.
Organise and administer meetings, including taking and distributing minutes.
In conjunction with the Secretary to Trustees, organise the Trustee training days.
Responsible for keeping the register of signing and sealing official documents.
Providing direct advice and guidance to chairs and members in meetings on matters relating to regulation, governance and constitution.
To attend, prepare agendas for and take minutes at meetings of key management committees, including the Senior Leadership Team.
Develop draft reports for regulators (principally Charity commission) including serious incident reporting.
Liaise with legal advisers as directed.
Work with senior leaders to develop risk reporting and board assurance framework.
Take a lead role in ensuring Information Governance (GDPR) Compliance acting as the Data protection manager for the organisation.
Develop Organisation Risk reporting and Board Assurance.
Supporting the Chief Operating Officer in making sure the decisions of the Trust boards are implemented.
Keeping handbooks for staff and trustees up to date.
Supporting the induction of new Trustees.
Deliver specific training related to portfolio as required, for example for parish administrators.
Training and Events Management
To work with the Senior Leadership Team to organise:
Charity-wide events such as the annual parish administrators conference, other seminars, gatherings and events as required. This includes the logistical arrangements, liaising with speakers and venues as well as ensuring dissemination of notes and tracking actions.
To undertake a range of ad-hoc tasks, projects and responsibilities for members of the Senior Leadership Team in accordance with management requirements and organisational demands.
To act as a representative of the organisation on behalf of the Senior Leadership team at external conferences, meetings and other events as agreed with the Chief Operating Officer.
To lead on specific projects or pieces of work, undertaking research, and writing reports on behalf of the Senior Leadership Team.
To work with the property team to ensure the presentability of head office premises and to arrange improvements and repairs.
To maintain the ethos and values of the Catholic Church and positively promote the work and activities of the Catholic Church.
To undertake any task that may be requested from time to time that may be consistent with the nature and scope of this post.
Person Specification - Administrative Services Manager
In the supporting evidence of your application form, you must demonstrate your experiences by giving specific examples for the criteria within the person specification.Knowledge, Training and
Degree in relevant subject (or equivalent )
RSA level 3.
GDPR/Information governance related qualification.
Demonstrable experience of Governance and compliance in an administrative environment and working with computerised data systems.
Working Knowledge of risk management and board assurance.
Excellent written communication skills and command of the English language to draft letters, briefing notes etc. and meticulous attention to detail.
Experience of working for senior staff at board level in a busy environment.
First class organisational skills including the ability to prioritise work, balance conflicting priorities, monitor progress and exercise judgement about chasing progress as necessary.
Experience and proficiency in minute taking and keeping actions trackers and excellent records.
Advanced proficiency in use of Microsoft Office including Word, Excel and Powerpoint.
Knowledge of the values and teaching of the Roman Catholic Church.
Understanding of Data Protection legislation.
Excellent interpersonal skills and the confidence to deal with people at every level.
Ability to work effectively as part of a team.
Problem solving skills.
Equality and Diversity
Understanding of and commitment to equality of opportunity and good working relationships.
Able to work on own initiative, organising and prioritising own workload to set deadlines.
An ability to maintain high degree of confidentiality and trust.
Good time keeping.
Positive and flexible approach to work.
The client requests no contact from agencies or media sales.