Governance and Office Administrator - Hereford, United Kingdom - Hereford Diocesan Board of Finance

Hereford Diocesan Board of Finance
Hereford Diocesan Board of Finance
Verified Company
Hereford, United Kingdom

2 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Description

Job Title:

Governance and Office Administrator


Post Reporting To
HR & Office Manager


Job Purpose


The role of the Governance and Office Administrator is to support the Diocesan Secretary, Pastoral Secretary and HR & Office Manager in the execution of their responsibilities for the management of the administrative and financial functions of the Diocese of Hereford.

Diocesan Secretary - This in particular covers supporting the Diocesan Boards and committees with agendas, papers, minutes and elections.


Pastoral & Property Secretaries - To provide overall secretarial and administrative support where needed, working in co-operation with the Bishop of Hereford's Office, the Hereford Diocesan Office, The Bishop of Hereford's Registry, Church Commissioners and Lord Chancellor's office.


HR & Office Manager - To provide administrative support where requested with personnel matters, support front office staff with reception duties.


Accountabilities

Support for the Diocesan Secretary

  • To provide administrative and secretarial support to enable the Diocesan Secretary to fulfil their role in the most effective way possible. To organise and coordinate the Diocesan Secretary's office and diary.
  • Meetings: Arrange meetings / request & chase reports & briefing notes / undertake research / provide motionvoting papers / prepare, proofread, distribute agendas and other papers / take minutes / other as required. Ensure "Action" points arising from meetings and minutes are progressed. Key meetings include Diocesan Synod/DBF, Bishop's Council, and Finance Committee.
  • Elections: Produce and distribute nomination forms and voting papers for elections to General Synod, Diocesan Synod and various Diocesan committees. Manage individual Deanery elections to Diocesan Synod/DBF on their behalf if requested. Check the validity of votes received and bring possible invalid papers to the attention of the presiding officer. Manage or assist as required in the counting of votes. Advise parishes and deaneries on representation issues between elections.
  • To assist the Diocesan Secretary in matters of governance: administration of Boards & Committees including governance of Trustees (Bishop's Council); updating Companies House & Charity Commission information; running Synodical elections. Advise individuals, parishes & deaneries on governance and the Church Representation Rules.
  • To be the primary point of contact for the Diocesan Secretary in their absence.
  • Communication: Facilitate effective communication including liaising with Diocesan Staff and Clergy, Boards & Committees, Bishop's Staff, Church House, and other Dioceses nationally. To arrange meeting dates and all aspects of planning for events (e.g. invitations, catering, sound, invoicing)
  • To maintain a calendar record of all staff, diocesan key/public events, meetings and training.
  • Manage the Crockfords website access subscription for the Diocesan & Bishop's offices and remote workers.

Support for Pastoral Secretary

  • Administrative support for Deanery Mission Planning; Vacancies and Appointments; Pastoral organisation; Suspensions. Arrangements for closed church visits and conferences.
  • Consultation process organise Pastoral Schemes and consultation documentation for distribution. Keeping track of replies. Completion of forms and check lists for Commissioners; liaising with parishes over notices and signed acknowledgement forms by deadline; chasing outstanding forms.

Suspensions:
circulation of notices. Internal circulation of Pastoral Schemes. Arrangements for church and closed church visits, training, church commissioner training and conferences.

  • Providing, where appropriate, information to the Pastoral Secretary to enable them to reply to correspondence that requires their personal attention, and drafting replies where necessary.
  • Bringing to the Pastoral Secretary's notice any matters which require their personal attention (for example safeguarding issues, death or serious illness of clergy, emergencies at vicarages/churches).

Support for HR & Office Manager

  • Filing/

Record Keeping:
Review and maintain a filing system for the hard copy and on line, including confidential personnel files.

  • Support front office staff, taking telephone enquiries, dealing with visitors to reception and covering any other duties in their absence.
  • Assist with HR administration as required.

GENERAL DUTIES:


  • Lead on digitalisation of all hard copy files for all departments
  • Undertake review of current online filing system and simplify process. Ensuring only a single copy of each file is kept, and not stored in various locations
  • Working with the Property Secretary, assist with Administration as required
  • Research: Undertake research and fact finding as required. Manage systems (i.e. complaints).
  • Data Protection: Ensure the administration of Diocesan Secretary comply with such data protection laws/regulations as may be
More jobs from Hereford Diocesan Board of Finance
See all jobs of Hereford Diocesan Board of Finance