Overview

The Bishops’ Office provides an efficient administrative centre supporting the work of the Bishops of Lincoln, Grimsby and Grantham in delivering an effective episcopate, as they seek to lead the Diocese of Lincoln to be Faithful, Confident and Joyful.

It is especially important that all those involved in the life of the diocese of Lincoln, both lay and ordained, have a sense that they are profoundly valued and cared for pastorally, spiritually and personally. All members of the Bishops’ team are crucial in making this a reality.

The role is varied, intense and demanding, requiring a calm and patient approach and a high degree of organisational and administrative skills. The postholder will be someone who enjoys working with a diverse range of people, has a healthy sense of humour and when necessary, a thick skin! Key working relationships are with the Bishops and their families, the Bishop’s Senior Chaplain, the rest of the team in the Bishops’ Office, and, more widely, with a huge variety of people locally, nationally and internationally.

Post Introduction

The Administrative Assistant will provide vital support to the Bishops and will be a key member of their team, assisting the Bishop’s Senior Chaplain and the Bishops’ Executive Assistants in processing and completing a consistently high volume of work and ensuring the smooth day-to-day running of the Bishops’ Office.

Whilst each team member has specific roles and responsibilities, there is a certain amount of overlapping and consequently, efficient communication across the team is a key element in the success of the office. The Administrative Assistant is managed by the Bishop’s Senior Chaplain and will work closely with the Bishops’ two Executive Assistants who are responsible for the diaries and correspondence, and the operations and finance.

The Executive Assistants will delegate tasks and responsibilities to the Administrative Assistant on a day-to-day basis.

Working Pattern and Core Hours:

Your place of work is The Bishops’ Office, Edward King House, Minster Yard, Lincoln LN2 1PU, with no home or remote working due to the nature of the role. Working days are Tuesday, Wednesday and Thursday, with 17.5 hours to be worked each week across the three days. The salary will be prorated for the part time hours worked, giving a salary of £11,750 per year. 

A degree of flexibility is needed for an occasional early start in a morning, and the subsequent taking of TOIL at a time agreed with the Bishop’s Senior Chaplain.

Closing date for applications is 10 December 2023 (midnight).

Interviews are expected to be held w/c 18 December 2023.

Role Responsibility

Key purposes of role:

To contribute to a coordinated, efficient and effective central support service by providing a wide range of administrative support for the Bishops’ Office.

Accountability:

The Bishop’s Senior Chaplain.

Key Relationships:

The Bishop’s Senior Chaplain; the Bishops of Lincoln, Grimsby and Grantham; the Bishops’ Executive Assistants; members of Diocesan Staff.

Principal Duties:

The postholder will support the Bishops, the Bishop’s Senior Chaplain, and the Bishops’ Executive Assistants by:

General Administration

• Acting as the first point of contact for the wide range and high volume of internal and external telephone calls for the Bishops’ Office
• Processing applications and producing documentation for Permissions to Administer for lay people, and managing these records
• Adding electronic signatures to Permissions to Officiate for Readers when received
• Assisting the Executive Assistant for operations and finance with managing Permission to Officiate applications, including: sending out application material; completing DBS checks; responding to queries; liaising with the applicant and other relevant parties
• Keeping confidential clergy personal files up-to-date, tidy, and well-organised; ensuring an understanding of and compliance with national and diocesan policies
• Understanding safer recruitment requirements and safeguarding policies, and showing willingness to engage in required safeguarding and other appropriate training
• Ordering office and hospitality supplies when directed by the Executive Assistant for operations and finance
• Ensuring that contact records are kept up-to-date; circulating mailings as required; using records to complete small projects as required; assisting with the organisation of the Bishops’ Christmas cards, including preparing the distribution list
• Obtaining or adding the Bishops’ signatures to required forms and other documentation as and when requested by diocesan officers
• Acting as the office’s representative on the diocesan Health and Safety Committee
• Resolving minor IT issues wherever possible and liaising with the IT provider as necessary

Hospitality

• Being aware of the meetings, appointments and other commitments in the Bishops’ diaries on any given day
• Welcoming visitors and guests to the Bishops’ offices and providing refreshments
• Under oversight from the Executive Assistant for operations and finance:
  • Liaising with catering providers and making bookings as required for the Bishops’ meetings and functions; providing supplementary refreshments and making additional preparations as necessary
  • Organising/assisting with organising large or occasional functions and events as required; attending the functions and events as requested by the Bishops or the Bishop’s Senior Chaplain, and where necessary to welcome guests and serve refreshments
  • Producing and managing guest lists, and preparing and sending invitations to functions and events as required, including for the Chrism Eucharist

Finance

• Keeping accurate records and audit trails of payments, invoices, and purchases
• Appropriately using the Bishops’ business debit cards and allocated funds
• Acting as a point of contact and/or account holder for some suppliers, account providers, and online services
• Liaising and working with the office’s Finance Assistant as necessary to ensure the Bishops’ budgets and accounts are in order

Other

The Bishops’ Office is a demanding working environment providing professional administrative support to three busy public figures. Whilst each member of the Bishops’ Office has their own particular role to play, there is much which can only be successfully accomplished by the sort of good teamwork and collaboration common to such a working environment. Consequently, the postholder will assist in this by:

• Responding to the wide range and high volume of internal and external telephone, email, and in-person enquiries with confidence; processing enquiries through to their resolution, using interpersonal skills, initiative and pastoral sensitivity as appropriate
• Contributing to the maintenance and storage of comprehensive and efficient electronic and paper information retrieval systems and records
• Developing and maintaining relationships with key individuals around the diocese
• Taking their part in the routine work of the office such as answering the phone, photocopying, filing, preparing and delivering refreshments to meetings, and so on
• Undertaking any other similar duties as reasonably directed by the Bishops or the Bishop’s Senior Chaplain
• The postholder must act in compliance with data protection principles and GDPR in respecting the privacy of personal information held by the Bishops’ Office, and the Diocese. The postholder must comply with the principles of the Freedom of Information Act 2000 in relation to the management of Bishop’s Office records and information

The Ideal Candidate

Person Specification:

Essential:

• Proven ability to work effectively on your own as well as in a team
• Experience of working within a busy office environment and proven administrative skills
• Good use of the English language both oral and written, including grammar, spelling and punctuation; good IT skills including use of Microsoft Outlook and Office programs
• Excellent organisational and communication skills
• Ability to work under pressure and to deadlines; being punctual and organised
• Ability to handle sensitive information and maintain strict confidentiality
• Self-motivated, with experience of prioritising tasks and the need to be flexible and adaptable, including multitasking
• To be a person in sympathy with the mission and ethos of the Christian Church, the Church of England, and with the Diocesan Bishop

Desirable:

• A full Driving Licence and the use of a vehicle
• Experience of event planning and organisation

About Us

The Bishops’ Office provides an efficient administrative centre supporting the work of the Bishops of Lincoln, Grimsby and Grantham in delivering an effective episcopate, as they seek to lead the Diocese of Lincoln to be Faithful, Confident and Joyful.

Find out more at Home - Lincoln Diocese (anglican.org)