Executive Assistant to the Archdeacon of Ludlow

1 week ago

Craven Arms, United Kingdom The Church of England Full time
About the Archdeacon of Ludlow The Venerable Fiona Gibson became Archdeacon of Ludlow on 25 April. Fiona's focus is on mission, education, and clergy wellbeing. As well as being a member of Bishop’s Staff she has a particular emphasis on supporting parishes in the Ludlow Archdeaconry.
What you'll be doing The Executive Assistant will provide comprehensive administrative support to the Archdeacon of Ludlow in their responsibilities within the Church of England largely across south Shropshire but including parts of Powys, Worcestershire, and Telford & Wrekin, providing:
  • General administrative support
  • Parish vacancy management
  • Management of Triennial Inspections
  • Archdeacons’ visitations
  • Arranging hospitality for meetings

Main duties and responsibilities Relationship building:
  • Provide a discreet, courteous and efficient first point of contact for all communication to the Archdeacon, showing sensitivity and tact.
  • Build understanding and effective relationships with clergy, parochial officers, the Bishop’s Staff and Diocesan Staff.
  • Build and maintain a close working relationship with the Archdeacon, Assistant Archdeacon, and incumbent clergy in the Archdeaconry area.
  • Able to alert the Archdeacon and clergy to emerging issues and to work collaboratively in resolving them.
  • A collaborative member of the Archdeacons’ team, providing support where necessary
Administration Support:
  • Provide high quality support to the Archdeacon; a discreet, courteous, efficient and informative first point of contact for clergy and lay officers.
  • Manage the Archdeacon’s diary and liaise with the Assistant Archdeacon, Bishop’s senior staff, PAs and diocesan employees as necessary.
  • Ensure that Archdeacon has the necessary papers on a weekly basis: maintain an efficient system for tracking papers and ensure that all papers for meetings are gathered together.
  • Organise office equipment contracts, and liaising with Bishop’s Finance PA regarding invoices
Vacancy management:
  • Arrange timeline of key events, and maintain implementation of the process.
  • Set up initial meetings between parishes and the Archdeacon, liaise with parishes over their profiles (in consultation with the Archdeacon).
  • Contact with Patrons as necessary.
  • Draw up advert and upload to the diocesan website and arrange for advertising on the Church of England website and when required liaise with Church Times (in consultation with the parishes).
  • Respond to any other information requested by prospective candidates.
  • Liaise with the parish co-ordinator over programme for interviews.
  • Take up candidate references after shortlisting.
  • Create/update vacancy list for the agenda of Bishop’s Staff meetings each month.
Triennial Inspections Support:
  • To review and update the Archdeacon’s record of inspections.
  • Arrange with Archdeacon, Assistant Archdeacon, Rural Deans and Churchwardens, and receive the reports and note any issues to be managed.
Information Management:
  • Archdeacon’s Visitations: administer the process with the relevant paperwork between the Archdeacon’s office and the parish. Deal with any queries arising and prepare for the Visitation services. Attend Visitation services to ensure attendance lists are completed.
  • Articles of Enquiry and PCC forms: Follow up returns and any actions arising.
  • Keep accurate notes, correspondence and records, and place on file as appropriate.
  • Develop and maintain an efficient electronic filing system for the Archdeacon, including confidential files, keeping files up to date in line with the requirements of UK GDPR.
  • Ensure information management systems and policies are adhered to, including Data Protection policies.
  • Retain or dispose of files as appropriate in accordance with data retention policies.
  • Safeguarding: Liaise with Safeguarding Team to ensure compliance from parishes.
  • Pass on issues to relevant Diocesan Officers and deal with any follow up.
Official hospitality:
  • Liaise with the Archdeacon in issuing and following up invitations.
  • Arrange outside catering where necessary.
  • Occasionally assist with welcoming attendees and serving food.
  • Liaise with the Bishop’s Finance PA over invoices.
Equality and Diversity:
  • Role model inclusive behaviours in day to day working practices.
  • Work in accordance with diocesan equal opportunity policies.

About You The 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.
Essential: Qualifications and Training:
  • Professional experience and relevant qualifications and/or education to ‘A’ level.
  • Good secretarial and typing skills

Experience:
  • Experience of providing administrative support within a diverse working environment.
  • Proven organisational skills with attention to detail and accuracy, using initiative to plan and prioritise workload for the Archdeacon; determining which piece of work needs to be completed first and responding flexibly to circumstances.
  • Experience of working as a key member of a team demonstrating good interpersonal skills and a collaborative style of working.
Technical:
  • Able to communicate effectively with a broad range of people, providing accurate and timely responses/advice.
  • Good written communication skills; able to articulate concepts accurately and succinctly.
  • Numerate with financial knowledge and related skills
  • Advanced IT skills, including knowledge of Microsoft Office: Word, Excel, Outlook, PowerPoint and Publisher.
  • Willingness and aptitude to learn to use new technology to support the work of the Archdeacon.
Personal requirements:
  • Understand of health and safety instructions, to ensure they are followed and that care is taken to ensure safety for self and colleagues,
  • reporting concerns immediately.
  • Sensitive to the different cultures, traditions and activities within the Church and maintain a consistent approach to clergy and non-clergy matters.
  • Commitment to anti-discriminatory practices within the Church of England’s legal context.
  • Able to use discretion when dealing with complex, sensitive/confidential issues.
  • In sympathy with the aims, values and ethos of the Diocese of Hereford and of the mission and ministry of the Church of England.
  • Able to work independently on a delegated basis

Desirable:
  • First Aid at work qualification
  • Experience of committee administration
  • Experience of establishing and maintaining systems- setting up paper based and electronic filing.
  • Experience working in charitable or similar organisation.
  • An understanding of the parish system and the wider organisation of the diocese.
  • Knowledge of the MS Office 365 suite of programs, including MS Teams; as well as Zoom.
  • Understanding of the Church of England, its parochial system and the wider organisation of the Diocese.
What we offer Our benefits include:
  • A salary of £29,071 per annum 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.

There is some very occasional need for evening work by prior arrangement. Time off in lieu is taken.
This role requires a basic level DBS check.
The closing dat e for applications is Sunday 07 July 2024. Interviews will be held on Monday 15 July 2024.

  • Veterinary Patient Care Assistant

    4 weeks ago

    Craven Arms, United Kingdom CVS UK Ltd Full time

    **Patient Care Assistant** Very exciting opportunity for someone to join our Craven Arms and Ludlow teams. This role is split between reception and patient care. This will involve greeting clients, answering phones, booking them in, selling products, talking through insurance, basic insurance administration, taking payments, helping to manage debt, basic...

  • Veterinary Patient Care Assistant

    1 week ago

    Craven Arms, Shropshire, United Kingdom CVS UK Ltd Full time

    Patient Care AssistantVery exciting opportunity for someone to join our Craven Arms and Ludlow teams.This role is split between reception and patient care. This will involve greeting clients, answering phones, booking them in, selling products, talking through insurance, basic insurance administration, taking payments, helping to manage debt, basic stock...

  • Furniture Assembly Operative

    3 weeks ago

    Craven Arms, United Kingdom Working Solutions (Mercia) Limited Full time

    **Hours: Mon-Fri 8.00am-16.30, 40 hour week.** **Hourly Rate: £10 - £12 per hour depending on skills** **Duties (varied but include the following)**: - Working alongside a small dedicated team in a clean workshop environment - Working in a logical, methodical manner - Being trained to use a range of workshop tools and equipment - Assembly of Furniture...

  • Apprentice Administrative Assistant

    3 weeks ago

    Craven Arms, United Kingdom The Work College by School of Coding Full time

    **What you will do in your working day** - General administration duties - Collating test result information in a specified format - Distributing paperwork for following days jobs - Option to develop accountancy skills **The training you will be getting** Level 3 Business Administrator Standard. This will also include functional skills if required. End...

  • Registration Assistant

    2 weeks ago

    Craven Arms, United Kingdom Cawood Full time

    This role is located in Sci-Tech, within the Cawood Scientific Agriculture Division. Sci-Tech, part of Cawood Scientific, delivers quality microbiological and serological testing services to the veterinary diagnostic sector and associated businesses throughout the livestock sector. Our UKAS accredited services, performed by our highly skilled teams, cover...

  • Part-time Housekeeper

    4 weeks ago

    Craven Arms, United Kingdom The Landmark Trust Full time

    We are recruiting a part-time housekeeper to work at our beautiful Landmark Trust property, White House, Aston Munslow in Shropshire. This is to provide cover, for up to two changeovers a week typically on a Monday and Friday for approximately 4 to 5 hours a day. This is not a live-in position, and due to the location of our properties a car is...