Executive Assistant and Team Administrator

4 weeks ago

London, Greater London, United Kingdom Church of England Full time

Summary

The National Church Institutions comprises a wide variety of teams, professions and functions that support the mission and ministries of the Church of England in its vision to be a church, centred on Jesus Christ, for the whole nation - a church that is simpler, humbler, bolder. We Include. You Belong.Our Belonging and Inclusion Strategy aims for everyone in the National Church Institutions (NCIs) to feel that they belong, and are valued for who they are and what they contribute. Together, our people contribute in different ways towards our common purpose, whichever NCI they work in and whatever their background.Living out our values in all that we do, we:
  • Strive for Excellence
  • Show Compassion
  • Respect others
  • Collaborate
  • Act with Integrity
We believe our commitment to belonging and inclusion fuels our progress and drives us forward. The NCIs are a safe, inclusive workplace for people of all backgrounds and walks of life. We welcome applications from people of all faiths and of no faith. We want to encourage applications from a diverse group of people who share our values. Even if you have never thought about working for us before, if you have the skills and experience we're looking for then we would like to hear from you. About the DepartmentThis role provides an excellent opportunity to work in a friendly, committed, good humoured, professional, purpose driven and busy team working on a varied and often fast-paced portfolio. We support the Church to contribute to national conversations on issues of social significance, fulfil its obligations regarding transparency and accountability, and the management of communications around complex issues facing the Church today. The team delivers the communications strategies for the Church of England nationally, oversees communications for the National Church Institutions (NCIs) and ensures coordination with the communications of the Archbishops of Canterbury and York. What you'll be doingThe purpose of this role is to provide the Director of Communications and the wider Communications team with administrative support. The post holder will also help the Director of Communications in their work and help ensure the smooth running of the Communications office. Main duties and responsibilities
  1. Managing the diary of the Director of Communications, including making appointments, resolving, or escalating any calendar conflicts, coordinating team meetings, room bookings, hospitality and travel arrangements where appropriate.
  2. Supporting the Director of Communications with inbox management.
  3. Providing administrative assistance to other members of the Communications team.
  4. Being present on site for Communications events such as press conferences to meet and greet and to ensure smooth running of events.
  5. Supporting team members with research administration as required - producing, collating, and delivering materials in line with the brief and deadlines.
  6. Taking responsibility for managing and maintaining an effective records management system for the Communications team.
  7. Proactively manage, review, and improve office procedures, including electronic filing systems, department processes, and policies, on an ongoing basis. Resolve or escalate any issues as appropriate.
  8. Developing and maintaining good relationships with colleagues and stakeholders within the Communications teams across the Palaces and Dioceses.
  9. Carrying out any other duties as required.
About YouThe Church of England is for everyone and we want to reflect the diversity of the community the Church serves across the whole country. Therefore, while of course we welcome all applications from interested and suitably experienced people, we would particularly welcome applicants from UK Minoritised Ethnicities (UKME)/Global Majority Heritage (GMH) and other under-represented groups. EssentialKnowledge/Experience
  • Proven ability to manage diaries and administrative experience reporting to a manager or Director.
  • Experience of liaising with a wide range of people in the course of work, including at a senior level.
  • Good level of interpersonal and social skills.
  • Excellent knowledge of MS Word, Outlook, Excel and the internet, as well as a networked computer system and ability to use IT to find creative solutions.
Skills & Abilities:
  • Excellent organisational skills with a strong attention to detail and accuracy, working well to deadlines.
  • Ability to work comfortably with competing priorities - to reprioritise work when required, use problem solving skills to deal with issues if they arise.
  • Strong sense of responsibility and integrity so that work produced is of a consistently high standard, with fast response times.
  • Good judgement in dealing with urgent and complex matters across a wide range of issues.
  • Forward thinking with effective planning and electronic file management skills.
  • Excellent communication skills, both verbal and written. Comfortable communicating with senior colleagues and stakeholders.
  • Ability to work calmly under pressure.
  • Good interpersonal and team working skills with a positive attitude.
  • Excellent attention to detail.
Desirable
  • Significant experience providing personal support to a manager at a senior level.
  • Experience of preparing papers for committees, planning events and meetings.
  • Interest in the structures and ministry of the Church of England and the role it plays in the life of the nation.
  • Interest in news and current affairs.
What we offer Our benefits include:
  • A salary of £38,918 plus age-related pension contributions between 8-15% of salary. We will also match any pension contributions you make up to an additional 3% of salary.
  • 25 days annual leave (increasing to 30 days within 5 years) plus three additional days.
  • Flexible working hours and location, with an expectation of at least 3 days per week in our office in Westminster.
  • Structured induction programme and access to a range of development opportunities including apprenticeships.
  • Access to Occupational Health, and an Employee Assistance Programme.
  • Opportunity to the Civil Service Sports & Social Club, and get involved in a range of staff networks, groups and societies.
We try to be as flexible as we can in your work pattern to support you with other commitments, and to give a good work-life balance. The closing date for applications is Monday 6 May 2024.

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