Executive Assistant to the Archdeacon of Ludlow

Introduction

• General administrative support
• Parish vacancy management
• Management of Triennial Inspections
• Archdeacons’ visitations
• Arranging hospitality for meetings

• 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

• Provide high quality support to the Archdeacon; a discreet, courteous, efficient and informative first point of contact for clergy and lay officers.
• Receive and prioritise a wide range of enquiries by phone, email and post, drafting responses or redirecting/liaising with the Archdeacon as necessary.
• 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

• 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.

• 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.

• 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.

• 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.

• Role model inclusive behaviours in day to day working practices.
• Work in accordance with diocesan equal opportunity policies.

• Professional experience and relevant qualifications and/or education to ‘A’ level.
• Good secretarial and typing skills

• 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.

• Excellent oral communications and a professional telephone manner.
• 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.

• Social skills to welcome visitors and receive incoming enquiries and telephone calls, dealing promptly and courteously with enquires.
• 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

• 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.

• 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.