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Winchester

    The Bishop of Winchester's Personal Assistant - Church of England

    Church of England
    Church of England Winchester, United Kingdom

    1 week ago

    Default job background
    Part time
    Description

    Summary

    About the Bishop of Winchester's OfficeThe Diocese of Winchester has over 400 church buildings, and over 300 parishes, with many more worshipping communities. There are chaplaincies operating in schools, universities, hospitals, prisons and other institutions and organisations across the area of Hampshire and East Dorset which is covered by the diocese. Also included are over a hundred Church of England primary schools. Every parish in the diocese is encouraged to develop a Mission Action Plan which sets out the way in which the church in that local area will engage with and support the community in which it is situated - with parishes offering everything from parent and toddler groups and "Messy Church", to street pastors and support for night-shelters and refugees. As diocesan bishop, the Bishop of Winchester has responsibility for the pastoral care and oversight of the Church in the region. (S)he shares leadership of mission and ministry in the diocese with the Suffragan Bishops of Basingstoke and Southampton, the Diocesan Secretary and the Archdeacons of Winchester and Bournemouth. The Bishop of Winchester is Bishop Philip Mounstephen who was welcomed to the diocese in January What you'll be doing Main duties:
    • To manage and maintain the Bishop's electronic diary, and to ensure the accuracy of the information recorded in it and shared across the Bishop's office team and the Bishop.
    • To respond to meeting requests and event invitations and liaise with other offices in relation to the Bishop's attendance and other requirements.
    • To provide a day file, briefing notes and, where appropriate, verbal briefings for the Bishop.
    • To arrange a weekly meeting with the Bishop to better understand his priorities and expectations, and to anticipate his requirements for forthcoming events.
    • To ensure that the Bishop has all necessary paperwork and information in advance of meetings and engagements, liaising with other members of the Bishop's Staff Team, Diocesan staff and external people and organisations as necessary.
    • To plan the Bishop's visits to parishes and other communities, liaise with parish clergy and offices and obtain service information forms and draft orders of service for approval by the Bishop's Chaplain.
    • To monitor the Bishop's emails, noting any major issues that the Bishop is dealing with so as to be well informed in the case of telephone or email inquiries, taking the initiative to re-direct enquiries or to obtain further information, and acting appropriately on any administrative matters that arise in conjunction with the Executive Assistant & Office Manager.
    • To oversee the processing of all mail and correspondence arriving in the Bishop's Office
    • To ensure prompt handling of the Bishop's correspondence, taking the initiative to re-direct enquiries, to obtain further information or to refer more complex matters to the Bishop's Chaplain.
    • To keep a record of the Bishop's expenses and to prepare expenses claims on a regular basis, including for his parliamentary and other national roles.
    • To prepare the Bishop's papers for meetings of the House of Bishops, the College of Bishops, the General Synod and other meetings.
    • To make arrangements for the Bishop's travel and overnight stays.
    • When appropriate, to take the initiative to draft responses to correspondence (whether in their own name, the Bishop's Chaplain's name or the Bishop's name).
    • To respond to relevant telephone enquiries
    • To be present at some meetings that the Bishop holds and to take minutes.
    • Work with the Executive Assistant & Office Manager and other colleagues, to support hospitality and events, especially the "marquee season"
    • To develop and maintain good working relationships with those who work in the Diocesan Office, the Cathedral Office, Church House staff, other bishops' offices and contacts in other institutions, e.g. Winchester University.
    • With colleagues, to make practical and administrative arrangements for significant occasions, such as licensings, ordinations and other services.
    • To deputise for the Executive Assistant & Office Manager Chaplain in administrative matters in his / her absence, including taking minutes at meetings of the Bishop's Staff Team.
    • Other duties broadly in line with these from time to time as instructed by the Bishop, Executive Assistant & Office Manager or the Bishop's Chaplain.
    Shared dutiesWorking together with other members of the team, to share responsibility for:
    • Preparation for large meetings and events, attendance at which may sometimes be required
    • Hospitality for meetings and events by welcoming visitors, making them tea and coffee, washing up, and playing a part in arranging and preparing sandwich lunches when required.
    • Taking telephone enquiries, signposting or otherwise responding as required
    • Managing incoming post
    Collaboration, Support and AccountabilityTo facilitate collaborative working and ensure that they are supported and accountable in their role:
    • Take part in weekly meetings of the whole team or one of the working groups within it.
    • In these or other meetings, take part in joint forward planning of diaries and events, as well as project and process collaboration.
    • To liaise regularly with the Bishop's Chaplain, meeting 'one-to-one' at least monthly.
    • To meet with the Bishop (or other person nominated by the Bishop) annually for a Personal Development Review.
    About YouThe 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. Person SpecificationA hospitable but robust person with an enquiring mind, a proactive approach, excellent inter-personal skills and proven administrative competence. PERSONAL EFFECTIVENESS:
    • Administratively efficient
    • Able to prioritise effectively
    • Pays close attention to detail
    • Uses their own initiative
    • Has a flexible approach to work, able to adapt to changing practices and processes in an evolving organisation
    • Work collaboratively
    • Takes on responsibility and accountability for tasks and actions
    • Takes a practical approach to tasks
    • Creative and solution-orientated
    • Stays calm under pressure
    • Able to operate with a degree of ambiguity
    • Has confidence to challenge the Bishop, the Bishop's Chaplain and Executive Assistant & Office Manager helpfully
    • Works well in a small team
    COMMUNICATION:
    • Establishes and maintains excellent working relationships with colleagues and other contacts
    • Has a polite, helpful manner
    • Communicates effectively with people at all levels, both inside and outside the organisation
    • Demonstrates excellent presentation, layout and accuracy in text production
    • Able to draft or adapt letters as appropriate
    • Maintains strict confidentiality
    • Uses diplomacy and sensitivity
    ADMINISTRATION:
    • Has an excellent standard of literacy
    • Has a good standard of numeracy
    • Takes a proactive approach to the Bishop's time management
    • Manages work flow flexibly to prioritise tasks in order to meet deadlines
    • Follows office procedures
    • Has an aptitude for developing and reviewing Bishop's Office systems in response to changing demands and the availability of new technology
    WORK MANAGEMENT AND PERSONAL DEVELOPMENT:
    • Competent in managing own workload and effectively delegating to and supporting others with their workloads
    • Uses good judgement in knowing when to delegate
    • Committed to the development of colleagues.
    • Committed to own personal development and encouraging others in their development
    KNOWLEDGE:
    • Educated to at least 'A' level or equivalent work experience
    • Proficient in the use of Microsoft Word, and Outlook, and willing to learn Excel and other Office 365 applications
    • Has experience of or be willing to learn financial record keeping and online banking
    • Experienced in managing a varied workload efficiently
    • Capable of undertaking internet-based research and presenting a summary of findings
    • Has some familiarity with, or willingness to learn, parliamentary processes as they relate to the diary and correspondence of a Lord Spiritual
    • Has sympathy for the faith, worship and mission of the Church of England
    • Has an understanding of, or willingness to learn, the systems, structures and terminology of the Church of England
    On a few occasions it may be necessary for the post holder to attend a meeting or event off-site, sometimes outside of normal working hours. Not all meeting locations are served by public transport, therefore own transport will be necessary. Some evening and weekend work may occasionally be required for which time off in lieu is given subject to policy. What we offer Our benefits include:
    • A salary of ££23, £29,071 FTE) per annum plus age-related pension contributions between 8-15% of salary. Employees are required to contribute 3% of their pensionable salary. The employer matches employee contributions in whole percentages up to 3%.
    • 25 days annual leave pro-rata.
    Closing date: Tuesday 21 May 2024Interview date: Wednesday 29 May 2024
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