Executive Assistant to the Diocesan Secretary

Overview

Executive Assistant to the Diocesan Secretary
Canterbury, Kent
£32,000 pa plus excellent benefits
35 hours per week

We are seeking an experienced Executive Assistant who thrives in a changing and dynamic environment, to support the Diocesan Secretary who leads the operational, financial and governance arrangements for the Diocese.

Closing date: 29 November 2021
Interview date: w/b 6 December 2021

Introduction

We are seeking an experienced Executive Assistant who thrives in a changing and dynamic environment, to support the Diocesan Secretary who leads the operational, financial and governance arrangements for the Diocese.

This is an incredibly varied, busy and wide-ranging role that offers the opportunity to use your previous experience of providing support at a senior level to ensure the smooth running of the work of the Diocesan Secretary’s Office.

The role includes a wide range of organisational, governance and administrative tasks, and you will possess the ability to quickly adapt to changing circumstance to enable the Diocesan Secretary to maximize the effective use of their time.

Looking to the future, the Executive Assistant will work collaboratively and be instrumental in working bring together a high performing secretariat. This new development is intended to foster an ever-greater sharing of knowledge and expertise required to support the committee structure, archdeacon’s offices and the broader team administrative requirement within the Diocese.Working in our central support service team, it would be beneficial for you to have an understanding of how the Church of England is structured and governed along with an interest and empathy in the work and mission of the Canterbury
 

Main Responsibilities

1. Proactively assess the needs of the Diocesan Secretary providing senior organisational and administrative support to meet the wide-ranging responsibilities of the role and drive the effective administration of the Diocesan office.
    
2. Provide capacity support for the Diocesan Secretary by acting as the first point of contact for handling correspondence and prioritising decisions and action plans, preparing and disseminating committee papers, presentations and communications.

1. Manage the Secretary’s diary ensuring the availability of the secretary for all meetings with internal and external stakeholders and ensure you arrange the most appropriate Diocesan representation amongst the senior diocesan office/post holders where there are clashes
    
2. Assist with the planning and preparations of senior or high-profile diocesan meetings liaising with key stakeholders with especial responsibility for the organisation of Diocesan Synod and Archbishop’s Council ensuring that meetings run smoothly and secretarial tasks are carried out.
    
3. Support the work of the Diocesan secretary’s office on key projects as required, but especially on those strategic, operational or governance issues
    
4. Assist with the compilation, production and distribution of diocesan reports meeting the required deadlines as required.
    
5. Establish, maintain and improve ways of working and information flow, especially with regards to those administrative systems set up to support the work of the Diocese.
    
6. In partnership with the Diocesan Secretary, Directors and People Services oversee the coming together and line management of a high performing secretariat. You will use existing resources to meets the needs of the diocese in high level support to specified committees, senior leaders and departmental functions.
    
7. Oversee the coordination and organisation of legal and procedural processes association with elections or appointments to synods, boards, committees, vacancies and councils.
    
8. Provide or arrange cover on an ad-hoc basis, for the PAs to the Archdeacons’ and departmental heads during periods of leave and/or absence.

The Ideal Candidate

• Proven stakeholder management skills to manage competing demands and conflicts whilst maintaining productive working relationships
• Proven interpersonal skills with the ability to quickly establish and maintain good working relationships with officers/post holders and other key stakeholder groups
• Demonstrates thinking ahead, managing time, priorities and developing structured and efficient approaches to delivers work on time and to a high standard
• Significant experience as an administrator/executive assistant/office manager in working with senior members of staff
• Experience in minute taking at a high volume
• Ability to work well under pressure and solve problems efficiently and effectively
• Ability to manage expectations and handle difficult conversations when they arise
• Proven experience of researching and producing high quality written reports, letters, briefings, presentations and information suitable for a range of audiences with a limited brief
• Ability to build excellent relationships and value all kinds of people and traditions within the Church of England and to be able to relate confidently and appropriately to people in a wide range of roles.
• Ability to communicate in a clear and engaging manner both in writing and verbally
• Good IT skills preferably using Microsoft software such as Word and Excel

About us

Canterbury Diocese is the oldest diocese in England, stretching from Maidstone to Thanet, the Isle of Sheppey to the Romney Marsh. We have 350 miles of coastline with historic ports and seaside resorts, alongside rural communities, market towns and commuter-belt urban developments. Affluent areas often sit alongside pockets of major deprivation, offering an exciting and challenging mission context. 

At the heart of all we do is a vision of transformation for ourselves and our communities: no one can encounter God and remain unchanged. In the Diocese of Canterbury, we want to increasingly become a Christian community transformed through encounter with Christ, growing and overflowing to transform and bless the families, homes and communities we serve: Changed Lives, Changing Lives.