Catholic Bishop of Lancaster’s Personal Assistant

**ACCOUNTABLE TO**:
(i) The Bishop of Lancaster

(ii) The Diocesan Financial Administrator (Line Manager)

**KEY RELATIONSHIPS**: The Bishop of Lancaster and his Vicars General, the Judicial Vicar, the Diocesan Financial Administrator (line manager), the Diocesan Communications Officer, and the diocesan Web and Social Media Administrator. the Episcopal Vicar for Education, Education Administrator, Diocesan Schools Commissioner and Diocesan Trustees.

**BACKGROUND**:This post supports the bishop through the administration and organization relating to his episcopal role of leadership and oversight.

**JOB SUMMARY**: Organizing and delivering the effective administrative support needed for the bishop and his office in its day-to-day running.

**MAIN DUTIES & RESPONSIBILITIES**

**1. COMMUNICATION**
- Handling a wide range of telephone enquiries with skill, confidence, and diplomacy.
- Prioritising and organizing incoming communication and re-directing these within the organization as appropriate.
- Contacting individuals and organizations on behalf of the bishop.
- Advising and informing the Communications Officer and Social Media Administrator of relevant material, news, events and appointments.
- Preparing the bishop’s regular newsletter to the diocese.
- Posting all mail from the Bishop’s Office.
- Check the Diocesan Website and instruct changes to be made

**2. GENERAL ADMINISTRATION OF THE BISHOP’S OFFICE**
- Welcoming visitors and arranging catering/hospitality as necessary
- Ensuring that the office is kept tidy, and that office equipment, stamps and stationery is purchased and maintained.
- Daily filing and overseeing the management of all records, both physical and electronic.
- Preparing and typing the bishop’s paperwork, homilies, speeches and addresses.
- Organising the archiving of papers as appropriate.
- Overseeing that office databases and mailing lists are up to date.
- Providing secretarial support at the bishop’s meetings.
- Ensuring the safeguarding of official seals, stamps and documents.

**3. CARE OF THE BISHOP’S DIARY & APPOINTMENTS**
- Co-ordinating the bishop’s diary in a professional manner.
- Deal with enquiries regarding the bishop’s appointments.
- Ensuring the bishop’s weekly engagement list is sent to the Catholic Press and Diocesan Social Media Administrator.
- Preparing the bishop’s papers and briefing notes for his engagements and events.
- Ensuring that the bishop has all relevant information relating to his engagements and events in good time before these.

**4. SECRETARY TO THE DIOCESAN TRUSTEES**
- Preparation of Schedule of Meetings for each year
- Preparation of monthly agenda liaising with Sub-Committees for reports and agenda items.
- Recording the appointment of trustees and sub-committee members.
- Post all relevant agendas and supporting documents on Share Point
- Attend Trustee meetings and take minutes.
- Liaise with Chair of Trustees; Property Manager, Finance Manager and EV for Education re. agendas and minutes
- Organise catering for each meeting.
- Set-up and tidy-up the room for each meeting, seating, refreshments
- Organizing the ‘sponsorship’ process for priests from overseas to work here.

**5**Carrying out OTHER REASONABLE DUTIES commensurate with the post, as and when required. These may include providing some administrative support to other managers within the Charity from time to time.

**PERSON SPECIFICATION**

**ESSENTIAL REQUIREMENTS**
- **Qualification/Education/Experience**
- Relevant work experience at the level of this post
- Previous secretarial, organizational and administrative experience with a manager(s).
- Experienced in dealing with the general public, not only colleagues in an office environment.
- **Knowledge, Skills, Attributes**
- Have sympathy with the vision, aims and objectives of the Catholic Church and the Diocese of Lancaster
- Ability to understand the bishop’s ministry and its priorities.
- Ability to produce well-presented and grammatically correct work, and have a meticulous eye for detail
- Ability to show initiative and work pro-actively with mínimal supervision.
- Ability to get-on with co-workers.
- Excellent communication skills both oral and written, including a competent and friendly telephone manner.
- Ability to maintain a high degree of confidentiality and handle sensitive issues with discretion.
- Be well organised, methodical and have an ability to manage competing priorities.
- Ability to work calmly under pressure and meet deadlines.
- Competent in the use of computers and software, to include Microsoft Office (Word, Excel and Share Point) - with evidence of an ability to maintain an accurate and up-to-date database within an office environment.
- Have an understanding and appreciation of the value of the internet and social media as a means of effective communication.
- A good knowledge of (or an ability to quickly learn about) the Catholic Church, its structures, protocols and practices _(Note - there is no