Personal Assistant

3 weeks ago

Portsmouth, United Kingdom Diocese of Portsmouth Full time

**EMPLOYER: Portsmouth Diocesan Board of Finance (PDBF)**

**JOB TITLE: PA to the Director of Mission and Ministry, DDVO and Diocesan Mission and Ministry**

**Please note the salary will be Pro-rata**

**Officers EVALUATION GRADE**:
**BACKGROUND**

The strategic framework for the diocese is established in our _Live|Pray|Serve_ strategy which sets out the priorities for the diocese. Through these commitments, we plan for the diocese to grow in depth, impact and number. All work to fulfil those commitments is driven and informed by our diocesan values of being courageous, collaborative, generous, resourceful and pioneering. Those values shape how we approach our work both collectively and as individuals.

**PRIMARY PURPOSE**

To provide PA support, including administrative services, to the Diocesan Mission and Ministry Officers. To act as PA to the Director of Mission and Ministry, Diocesan Director of Vocations and Ordinands and Associate DDOs.

**RESPONSIBILITIES & PRINCIPAL TASKS**
- **To be personal assistant to the Director of Mission and Ministry, and the Mission and Ministry Officers: to organise their diaries; to create promotional material for events; to book and organise training events, including making practical arrangements for training courses and providing support for officers during training events; to reply to correspondence and telephone messages on behalf of the diocesan mission and ministry officers; to assist in the administration of the MDR follow up process. To ensure the provision of hospitality for visitors to the Mission and Ministry Officers.**:

- To arrange meetings, assisting with the preparation of papers, and taking and producing minutes as required. To participate in the planning and implementation of the mission and ministry officers’ work programme.
- To establish and maintain appropriate databases for training.
- To maintain financial records in connection with the officers’ activity programmes, and to undertake other necessary administrative tasks related to these activities.
- To engage in in-service training, related to delivery of job description and in the context of performance appraisal.
- To undertake any other tasks and specific projects as may reasonably be required by the Diocesan Director of Vocations and Ordinands or by Director of Mission and Ministry.

**Principal Tasks for Diocesan Director of Vocations and Ordinands**
- **To provide secretarial and personal assistance to the DDVO and DDO team, including transcribing dictation and audio typing with due regard to the needs of confidentiality**:

- To ensure the processes and tasks involved with the DDO and vocations work are carried out efficiently

10. To be the first point of contact for DDO enquiries, often when the DDVO is away from his/her office, including handling matters in a pastorally sensitive and efficient manner

12. To maintain the electronic diary and provide weekly updates, including arranging meetings and booking venues as appropriate

13. To maintain the diocesan records in connection with the work of the DDVO. To arrange interviews with ordinands

14. To liaise with ordinands, finance department and Diocesan Secretary regarding ordinands’ funding and obtain financial information to enable the finance department to maintain spreadsheets regarding payments to ordinands at college. To liaise with Finance department in respect of payments to ordinands

15. To liaise with the Bishop’s secretaries regarding ordinands’ paperwork and documents, and with the PA to the Warden of Readers’ regarding Reader selection

17. To prepare the necessary paperwork, required by the DDVO, for the various meetings he/she is required to attend

18. To provide reception and hospitality

19. To assist the DDVO in arranging annual visits to ordinands in training at colleges and courses.

20. To assist the DDVO with the support of ordinands whilst in training for the ministry

21. To provide administrative and secretarial support to the Vocations Advisors for which the DDO Team is responsible

22. To produce the Ember list (annually)

23. To undertake any other associated task as requested by the DDVO

**ACCOUNTABILITY**

Accountable to the Director of Mission and Ministry as line manager, to the DDVO, and to work under the direction of the Mission and Ministry Officers, especially members of the DDO team

**AUTHORITY**

**Key Collaborations**:
**COMMITTEE ROLES & RESPONSIBILITIES**

**LINKED & ASSOCIATED ROLES**

**PERSON SPECIFICATION**

**ESSENTIAL / DESIRABLE**

**Qualifications required**:
**Essential**

**Key Skills**

Ability to work on own initiative in the design and delivery of administrative procedures. Ability to manage and prioritise administrative work, and maintain financial records.

**Essential**

**Essential**

Ability to organise vocational selection events, training conferences and events, and to assist with support during events

**Essential**

Ability to design imaginative publicity m

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