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Administrator

7 months ago

Liverpool, United Kingdom Diocese of Liverpool Full time

Full time, permanent position
Interviews to be held w/c 27th May

Free parking on-site at the office
Non-contributory pension scheme
Employee Assistance Program
Staff discount in Liverpool Cathedral gift shop and restaurant

Introduction

This role provides vital administration for the smooth running of our Diocese. As role holder you will be expected to work in a flexible and supportive manner and uphold our Diocesan values of working collaboratively, respectfully, professionally and dynamically.

The administration team is a key central support function that seeks to provide excellent services to parishes, schools, chaplaincies, fresh expressions and other stakeholders. Its aim within Central Services is to:

- achieve a high standard of customer satisfaction and engagement with stakeholders
- reduce the time and resource spent on processes by making it easier for staff and parishes
- achieve flexibility within staff to adapt to current and future organisational needs
- create a culture of continuous improvement within tight expenditure limits
- enable staff in the team to achieve greater skills and training to enhance their roles

Main Responsibilities
Diary Management
- Arranging meetings and appointments where necessary
- Liaise with colleagues to book travel arrangements

Hospitality
- Supporting the provision of key Diocesan meetings
- Taking minutes where required
- Providing reception cover when required

Call and enquiry management
- Logging and recording calls where appropriate
- Administer the post into and out of the building

Content management and social media
- Maintain records on central CMS system
- Use relevant social media and digital tools to aid in promotions
- Use Content Management Systems to update website

Lead areas

This role will be responsible for one or more of these lead areas which may change according to organisational need:
Safeguarding APR administration
Vocations/Fresh Start/School of Leadership
Resources
Education
Clergy Housing
Ministerial Development Review and Reader Administration
Carbon Net Zero

Lead Areas These areas are regularly reviewed in consultation with service leads. The post holder will be responsible for one or more of the following at any time:
Process administration
- Supporting the administration of any key processes as needed by the Diocese following agreed documentation including Visitations, Performance Scorecards, MDRs, Safeguarding APRs and Gift Aid
- Helping develop systems to administer processes
- Monitoring the work output
- Resolving issues relating to service delivery
- Invoice processing

Events administration
- Booking and liaising with conference facilities
- Using Eventbrite (online management system) to co-ordinate bookings/meetings and promote events
- Preparing supporting material where appropriate
- Facilitating the management of events where appropriate

Programme administration
- Being the lead contact for the agreed programmes
- Liaising with participants, venues, speakers to ensure the smooth running of the programmes including Resources and Vocations departments
- Collation, preparation and distribution of required material for programmes

Education
- Lead contact for school enquiries
- Co-ordinating the administration of the SIAMs inspections
- Organising “keeping on track” visits
- Liaising over episcopal school visits - including the management of the Church School Partnership Awards
- Collating any relevant data to support the work of the teams

Clergy Housing Committee
- Clerk to the Clergy Housing Committee
- Liaising with Members of the Committee
- Organisation of meeting dates, attending meetings, drafting Agenda and Minutes, collation, distribution and storage of papers for the Committee

Carbon Net Zero
- Administrative support for the delivery of our Carbon Net Zero target.

Disability Advisory Group
- Administrative support for the delivery of the Diocesan Disability Advisory Group

Any other task agreed with the Line Manager and commensurate with the role.

Essential requirements

5 GCSE (or equivalent) passes grade A to C (or equivalent).
Proven administration skills.
Working experience in organising conferences and meetings.
Excellent communication skills both verbal and written.
Methodical and thorough.
Ability to handle a range of diverse tasks and prioritise according to demands.
Excellent organisation skills with an ability to work to deadlines.
Operational knowledge of Microsoft Office packages.
Familiarity and use of social media and other new technology.
Resilient with an ability to remain calm under pressure.
A great team player who is respectful of colleagues and can recognise the wider needs of the organisation.
Ability to deal with a wide range of people, to quickly build rapport and act with patience, sensitivity and tact.
Approachable and dependable.
Ability to handle personal and sensitive information in the strictest of confidence.
Ability to use own initiative.
Professional with a flexible wo