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Office Secretary-receptionist

3 months ago

Hereford, United Kingdom Hereford Diocesan Board of Finance Full time

**Job Purpose**:
To provide administrative support for the Diocesan Office

**Accountabilities**:
Reception: Welcome visitors to the office. It is important that visitors are greeted in a friendly and efficient manner and that their enquiries are answered, or they are directed to other sources of help.

Telephone: Deal with general enquiries, taking accurate telephone messages and passing on calls to the appropriate member of staff where necessary.

Post: Frank all outgoing mail, bag and take it to post (or arrange for it to be taken). Updating Postage Record daily. Ensure pigeonholes are checked daily and emptied regularly, forwarding any post to employees who work from home. Assist with any bulk mailings when required. Ensure any outgoing ‘by hand’ post is delivered.

IT: Maintain the server back-up system (swap back up tapes daily).

CMS: Update and maintain Diocesan records on CMS ensuring accurate information is recorded. Issue Data Protection forms for new entries. Make sure all committees are up to date.

People System: Update and maintain Clergy records on people system ensuring accurate information is recorded.

Stationery: Maintain operative stock levels and place orders as required. Check invoices are correct and charge to departments as appropriate, pass invoices to HR & Office Manager for authorisation. Compare prices with other suppliers on a regular basis.

Patronage Register: Update and maintain Diocesan records of Patrons as advised by the Pastoral Secretary. Also liaise with the Pastoral Secretary to ensure the CMS parish groupings are kept up-to-date.

Fixed Dates / Website: Gather information on regular meetings/workshops/events etc that collectively form the “Fixed Dates List” and upload onto the website calendar. Update Diocesan Office webpages as directed by the Office Manager.

Equipment: Book use of equipment, Set up equipment in meeting rooms, for bookings out of hours ensure equipment is in the room it’s booked for or left in a suitable place to be collected. Check equipment on its return.

Bookings: Take bookings for the Conference Room, First Floor meeting room & Attic Room, liaise with other staff and Bishop’s Office as required. Ensure bookings’ diary is maintained. Check rooms after bookings to ensure they are clean and tidy.

Photocopying: Assist with any copying/collating/etc., tasks allocated to the Office, plus machine maintenance, consumables ordering, and help/train people in use of equipment as required.

Refreshments: Prepare refreshments for all internal meetings and visitors when required. Once a meeting has ended clear away.

Filing: As and when required, including deeds/records.

Visitations: Working with the Archdeacons PA distribute paperwork for the Archdeacon Visitations. Collate responses and attend visitations. Update CMS as the forms are received back and chase non attendees (liaising with Archdeacons PA)

Annual Returns & Electoral Roll: Be responsible for the administration of the Annual Returns & Electoral Roll Forms, including their compilation and distribution. Update the CMS as the forms are received back. Chase late returns.

This is not meant to be an exhaustive list. The role is required to use initiative and assist with any other appropriate tasks required to enable the smooth running of the Diocesan Offices. Also to cover the duties of the other Diocesan Office Secretary/Receptionist insofar as far as possible and when necessary. Additional tasks may be allocated from time to time by the Office Manager.

**Job Type**: Part-time

**Salary**: £9,360.00 per year

Expected hours: 15 per week

**Benefits**:

- Additional leave
- Company pension
- Cycle to work scheme
- Employee discount
- Flexitime
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay

Schedule:

- Monday to Friday

Work authorisation:

- United Kingdom (required)

Work Location: In person

Application deadline: 15/01/2024
Reference ID: PO23