Personal Assistant (PA) to the Archdeacon of Northolt and Willesden Area Administrator

Job title:

Personal Assistant (PA) to the Archdeacon of Northolt and Willesden Area Administrator

Company

Diocese of London

Job description

The purpose of the PA role is to provide comprehensive administrative support to the Archdeacon of Northolt in the Willesden area, ensuring efficient handling of communications, management of her diary, and maintenance of records. This includes coordinating travel arrangements, organising meetings, compiling communications materials, and managing various financial tasks.Additionally, the PA plays a vital role in upholding confidentiality, being a source of support in the making of difficult decisions and assisting with safeguarding. The PA carries a vital role in linking Clergy, Church Wardens, and others to the support available to them in the Diocesan office and helping them feel supported and heard when they contact the Archdeacons office for help.The Willesden Area Administrator is a member of the Area staff responsible for the efficient and effective running of the office. (s)he has strong links to the Bishops office, other members of the Archdeaconry Team, the Area Director of Ministry and his PA, other Area Staff, people in the parishes especially Church Wardens and church administrators, as well as key external stakeholders such as local authorities, businesses, architects and partner organisations.Duties and ResponsibilitiesAdministrative– Proactive management of mail, enquiries, telephone calls, e-mail, using initiative when referring upwards and flagging issues with the Archdeacon.
– Diary management – forward planning of events and specific projects and day-to-day management of the Archdeaconry diaries.
– Preparing agendas, support papers and taking minutes for meetings.
– Draft letters and documents as requested.
– Uphold the security and confidentiality of the documentation in accordance with GDPR.
– Arranging visits in connection with ongoing works.
– Liaising with both architects and parishes for Quinquennial Inspections.
– Liaison with and between Area staff members and others, setting up meetings.
– Organising arrangements for Archdeacon’s Visitations including assisting with writing Visitation reports.
– Organising and facilitating the annual Archdeacons visitation services and admission of Churchwardens, liaising with Area Deans and host churches to ensure they are well attended and organised, including the distribution of and receipt of Church Wardens Citations and Declarations.
– Liaising with the Director of Ministry’s PA and Bishops office to assist in the organisation of the induction process for new clergy.
– Facilitating the Willesden Area Parish Administrators network including organising training and networking events for them.
– Assisting the Archdeacon in implementing new initiatives and projects.
– Discussing with the Archdeacon the response and approach to difficult situations in parishes, agreeing ways forward and helping to facilitate them, involving the Bishops office where appropriate.
– Being the first port of call for enquiries to the Archdeacons office.
– Supporting the Bishops PA in the efficient administration of vacancies and appointments including overseeing the area vacancies list and coordinating shortlisting and interview dates.
– Coordinating of the annual parish returns both Mission Statistics and financial.
– Ensuring the highest possible quality of outward facing communication to parishes, clergy and external partners.
– Overseeing updates of the People System, CMS, and Parish returns for the area.Financial– Tracking the Archdeaconry budget, including ordering stationary supplies.
– Managing the Archdeacon’s Discretionary Fund and Area Deans budget with oversight by the Archdeacon.
– Approving invoices under £500 via Xledger with oversight by the Archdeacon.Safeguarding– Undertaking appropriate safeguarding training and knowing when to refer calls to the Archdeacon, on to the Safeguarding Team.Other– Undertaking any other duties commensurate with the role.Person SpecificationEssential– Experience working as a PA.
– Administratively efficient.
– IT proficiency (MS Office).
– Time management and the ability to work at pace.
– High standard of literacy and numeracy.
– Empathetic to the mission and values of the Church of England.
– Right to work in the UK.Desirable– Educated to A-Level or equivalent standard.
– Experience managing budgets and tracking costs.
– Administration related qualification.
– Some understanding of Church of England structures and experience of working with the Ecclesiastical legislative framework.

Expected salary

£30604 per year

Location

Northolt, West London – Willesden, North West London

Job date

Fri, 04 Oct 2024 07:30:45 GMT

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