Overview

We are seeking to appoint a Secretary to work with the Bishop’s PA and the Bishop’s Chaplain providing administrative and secretarial support to the Bishop of Bristol, in a small, fast-paced and interesting environment. 

You will review, develop and maintain effective systems for the management and storage of data, deal sensitively and effectively with telephone and personal enquiries made to the Bishop’s office, and undertake confidential administrative work.

You will need to be an experienced and organised administrator, enthusiastic to join our small team.  You will also need to be highly motivated and able to act on your own initiative.  Excellent communication skills, attention to detail and discretion are essential.   

For further information about this role please contact: 

Sarah Beach on 01454 777 728. 

Post Introduction

The Assistant Secretary and Records Administrator will work alongside the Bishop’s Secretary and Bishop’s Chaplain to further the ministry of the Bishop of Bristol by assisting in providing administrative support in the office and by having particular responsibility for the management and upkeep of records and data.

Role Responsibility

The main responsibilities for this role are:

Administrative and secretarial

• To provide general secretarial support for the Bishop and the Bishop’s Chaplain.
• To respond to letters, emails and other documents on the Bishop’s behalf.
• To assist the Bishop’s Secretary in dealing with enquirers to the Bishop’s Office.
• To deal sensitively and efficiently with telephone and personal enquiries made to the Bishop’s Office, providing information, taking messages or acting as appropriate.
• To assist in the handling of incoming and outgoing post, mail outs and regular mailing.
• To undertake general filing.
• To assist with managing, ordering and maintaining adequate stocks of stationery and other office supplies.
• To assist with making arrangements for the production and distribution of the Bishop’s Christmas and Easter cards each year.

Records and Data management

• To manage and maintain data, CMS and People System (electronic and hard copy) and filing in line with Data Protection and Church of England Guidelines.
• To review, develop and maintain effective systems for the management and storage of data in confidential clergy files (“blue files”) in conjunction with the Bishop’s Chaplain and Secretary.
• To keep up to date the confidential clergy files in conjunction with Bishop’s Chaplain and Secretary.
• To undertake confidential administrative work in conjunction with Clergy Discipline, Safeguarding, DBS checks and other processes in conjunction with the Bishop’s Chaplain, Secretary and appropriate diocesan staff.
• To be responsible for management and updating of records and processes relating to Permissions to Officiate.
• To be responsible for arrangements for Confirmation services and keeping records of Confirmation Returns and produce the annual return.

Meetings and hospitality

• To undertake general reception duties, including providing refreshments for visitors and meetings.
• To assist with sending out mailings and invitations to functions and keeping accurate lists of replies.
• To assist with ordering food and drink for various functions, to serve and clear away afterwards
• To carry out hospitality and other duties broadly in line with these from time to time as instructed by the Bishop.
• This is not an exhaustive list, but outlines many of the duties which would be expected.

Relationships, liaison and flexibility

• To build good relationships with colleagues in the Bishop of Swindon’s Office and the Diocesan Office.
• To pursue opportunities for shared working where possible.
• To adopt a flexible approach to other opportunities and duties as requested by the Bishop and Bishop’s Chaplain and Bishop’s Secretary.
• To attend and participate in Morning Prayer with the Bishop, the Bishop’s Chaplain and the Bishop’s Secretary.

Notes and Conditions

The postholder will be expected: -

• To be fully supportive of the Christian objectives and ethos of the Diocese of Bristol.
• To comply with terms and conditions of service.
• To adopt a flexible approach to and undertake such other duties as are consistent with the job purpose.
• To promote best practice in meeting the requirements of Health and Safety legislation and comply with other relevant statutory legislation.
• To carry out duties in accordance with the Diocese of Bristol policy on equality and diversity.
• To accept that everyone has a right to their distinct identity, treating everyone with dignity and respect.
• To develop oneself and others by making every effort to access development opportunities and contribute effectively by participating in the Diocese of Bristol’s personal development and performance review scheme.
• To be willing to undertake travel as required.
• To ensure that the principle of confidentiality and the requirements of the Data Protection Act are fully applied to all work of the Bishop’s office and the Bristol Diocesan Board of Finance.
• To act in such a way that at all times safeguards the health and wellbeing of children and vulnerable adults. Familiarisation with and adherence to the Diocese of Bristol’s Safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training
• To undertake such other tasks as may be reasonably requested by the post-holder’s direct line manager.

The Ideal Candidate

The ideal should have:

• A good general standard of education.
• Good general administrative / secretarial qualifications or experience.

Experience

• Proven ability of working in a busy and demanding administrative environment.
• Evidence of working collaboratively.
• Proven ability of dealing appropriately with a diverse range of people in a variety of situations.
• Proven ability in systems and data management and efficient record keeping.
• Some knowledge of data protection guidelines would be beneficial.

Essential skills / attributes

• Ability to handle and manage complex data and record keeping systems and processes and to develop them where necessary.
• Ability to prioritise and organise workload to meet competing deadlines.
• Excellent interpersonal skills and an ability to maintain good working relationships both within the office and with those who visit or have contact with the office.
• Good communication skills – both oral and written, and a professional and sympathetic telephone manner.
• Competence in broad range of IT processes including Microsoft Office programs and database management.
• Efficient typing skills.
• Confidence to use initiative and work without close supervision.
• Flexible approach to duties and working hours, including a willingness to share responsibilities with colleagues.
• The ability to work in a small team and be part of a close knit household, fully supportive of the Christian ethos of the Bishop’s Office and household and maintaining appropriate boundaries.
• The ability to maintain absolute confidentiality and to be courteous, friendly and discreet.
• Ability and willingness to travel between the Bishop’s Office and the Diocese Office as necessary.

About Us

Non-clergy staff will be automatically enrolled into the in the Pension Builder 2014 Pension Plan (PB2014) in line with legislation unless they choose to opt out. Clergy already in the Church of England Funded Pensions Scheme (CEFPS) will have the option of either remaining in this scheme or joining the PB2014 scheme.

Bishops Staff have an income protection insurance arrangement. To be eligible for cover under this policy an employee must be a member of the (PB2014) scheme. Please note that insurance cover is not necessarily automatic, and that underwriting may be required by the schemes in some instances (for example if you do not join the scheme at the first available opportunity or opt out of the scheme and subsequently re-join). Cover will be subject to any terms and conditions laid down by the insurance company.

As we are a member of the Armed Forces Covenant, we welcome applications from those who have served in our Armed Forces and their families

We are committed to building a culturally diverse workforce. As part of this commitment, we welcome applications from people, regardless of their background. As a Disability Confident committed employer, it is important to note that there may be occasions where it is not practical or appropriate to interview all disabled applicants who meet the minimum criteria* due to high volume. We limit the amount of interviews conducted to five applicants per open post we advertise. 

*Where applicable depending on post requirements.