DIOCESE OF EXETERJOB DESCRIPTION AND PERSON SPECIFICATION

Growing in PrayerMaking new disciples

Serving the people of Devon with joy

Job Title Executive Assistant to the Diocesan Secretary & Office Manager

Salary Up to £27,000 per annumReporting to Diocesan SecretaryLocation of work The Old Deanery, The Cloisters,

Exeter EX1 1HSDate of issue September 2017

Overall Purpose of Post

To provide professional and well organised administrative and EA/PA support at senior level to the Diocesan Secretary and potentially the wider Senior Management Team.

To act as the first point of contact for directors and senior managers creating a positive impression for both internal and external contacts.

To effectively manage complex diaries, to assist the Diocesan Secretary to be as effective as possible ensuring that they are in the right place at the right time with the correct information.

To contribute to ad hoc projects as necessary and to proactively assist managers and the admin team to meet their objectives.

To manage the facilities of the offices on a day to day basis.

Responsibilities and Accountabilities

Main Duties: To build and maintain a close working relationship with the

Diocesan Secretary, directors and senior managers, to be able to alert managers to emerging issues and to work collaboratively in resolving them.

To provide high quality support to the Diocesan Secretary; creating agendas, writing and distributing detailed minutes, flagging actions

as required, prompting other PAs for relevant paperwork in good time before meetings and creating documents using MS Office.

To provide a comprehensive, efficient and effective diary management service – often managing conflicting priorities in a busy and demanding environment, where appointments are subject to constant change. This includes organising and scheduling meetings, calls, conferences and events, ensuring the required rooms, equipment and hospitality are organised.

To ensure all relevant documentation for meetings/conferences is provided in a timely manner i.e. allowing managers sufficient preparation/review time.

To manage all calls, correspondence and e-mails, using your initiative and where possible drafting responses or redirecting issues/queries. Ensuring at all times that internal and external callers and correspondents are presented with a positive image of the Diocese of Exeter.

To co-ordinate logistics such as travel, accommodation, hotels and hospitality ensuring that all bookings are made within the parameters set by DBF policy.

To be flexible, willing and enthusiastic in contributing to ad hoc projects which reflect the needs of the team.

To pro-actively carry out the role of Office Manager for the Diocesan offices including:

Responsible for the security of the building on a day to day basis, managing key/entry card allocation

Responsible for collaborating with others to ensure a seamless working practice between all areas of the office

Responsible for Health & Safety in the building; keeping risk assessments up to date; arranging annual tests, inspections & fire drills; ensuring hazards are removed and any remedial issues reported, as appropriate.

Point of liaison & negotiation with external office suppliers and service contractors, ensuring suitable contracted provision is maintained (ie I.T., phone systems cleaning, photocopying, postal) & any associated invoices checked & approved in liaison with Finance.

Responsible for the purchase of office stationary and supplies, ensuring preferential rates are secured.

The main point of contact for all office wide events, engendering support from colleagues as required.

Line management of the Old Deanery reception function. To be a collaborative member of the administrative team and

provide support where necessary. To undertake any other reasonable duties in line with your

competencies as required.

Required Knowledge and Experience Solid experience of providing a high level of support within a fast-

paced working environment. Experience of pro-actively managing correspondence at a senior

level, being able to prioritise information for review and responding confidently and effectively when required.

Proven organisational skills with superb attention to detail and accuracy, using your initiative to plan and prioritise your workload and respond flexibly to rapidly changing and conflicting priorities.

Confident in the use of technology with adaptability to work with new equipment, software, systems and processes.

Strong IT skills, including excellent knowledge of PowerPoint, Excel, Word, Outlook and file management systems.

Ability to present a professional and positive image at all times, along with a high standard of accuracy and attention to detail.

Exceptional written and oral communication skills including the ability to articulate effectively and adapt your style to suit different audiences.

Experience of working as a key member of a team demonstrating excellent interpersonal skills and a collaborative style of working,

The ability to research, digest and present complex information clearly and concisely.

Experience in handling highly confidential information with tact and sensitivity.

Full supportive of the aims and ethos of the Diocese of Exeter and of the wider Church of England.

Competencies Planning and organising - able to think ahead in order to establish

an efficient and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources.

Communication - able to get one's message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information.

Managing relationships and team working - able to build and maintain effective working relationships with a range of people. Works co-operatively with others to be part of a team, as opposed to working separately or competitively.

Supportive approach to the work of the Church and an openness to learn and engage with the structure of the Church of England and its effect on Diocesan working practices.

Resilience - manages personal effectiveness by managing emotions

in the face of pressure, setbacks or when dealing with provocative situations. Demonstrates an approach to work that is characterised by commitment, motivation and energy.

Flexibility - adapts and works effectively with a variety of situations, individuals or groups. Able to understand and appreciate different and opposing perspectives on an issue, to adapt an approach as the requirements of a situation change, and to change or easily accept changes in one's own organisation or job requirements.

Generic Responsibilities for all DBF employees1 To welcome visitors and/or receive incoming enquiries and

telephone calls, dealing promptly and courteously with enquiries and ensuring high quality collegiality at all times

2 To ensure that all health and safety instructions are followed and that care is taken to ensure safety for self and colleagues, reporting concerns immediately

3 To undertake other duties as may reasonably be expected

PERSON SPECIFICATION

Attributes Essential Desirable

Qualifications and Training

Professional experience and relevant qualifications and/or education to degree level

ISOH qualification

Knowledge, skills and abilities

Numerate, with proven administrative and organisational skills

Ability to prioritise time and resources

Demonstrable financial knowledge and related skills

Fully conversant with Microsoft Office packages, including Outlook, Word and Excel

Line management experience

An understanding of the parish system and the wider organisation of the diocese

Experience of committee administration

Personal Qualities

Ability to exercise initiative Ability and commitment to

work collaboratively with colleagues

Ability to respond creatively to new situations

Ability to listen and communicate effectively

Ability to assimilate and express concepts accurately and succinctly, both verbally and on paper

Proven presentation skills Ability to develop

understanding and effective relationships with clergy, parochial officers, the Bishop’s Staff and Old Deanery Staff

Diplomacy, tact, patience, flexibility and a sense of humour

General An empathy with the mission

and ministry of the Church of Understanding

of the Church

England Commitment to anti-

discriminatory practice within the Church of England’s legal context

of England, its parochial system and the wider organisation of the Diocese

Understanding the belief systems which shape the life of the Church and how this may affect safeguarding work in the context of the Church of England