General Office Administrator
The Diocese of Leeds came into existence at Easter 2014 following the dissolution of the former dioceses of Bradford, Ripon & Leeds, and Wakefield. It covers the whole of West Yorkshire, the western part of North Yorkshire, and small parts of South Yorkshire, Lancashire, and County Durham. The diocese has 656 church buildings.
The following information is furnished to assist staff joining the Diocese to understand and appreciate the work content of their post and the role they are to play in the organisation. However, it must be noted that whilst every endeavour has been made to outline all the duties and responsibilities of the post, this document does not permit every item to be specified in detail. It must also be noted that this job description may be reviewed from time to time, in conjunction with the post holder.
Interviews will be held on Thursday 7th December 2023
Are you someone who can provide excellent administration support and customer service and would love to work in a unique working location, be part of a close-knit team and have job satisfaction knowing that your role is contributing to a wider purpose.
We have an opening for a full time General Administrator. The key aspect to this role will be to provide administrative support and hospitality support within the Bishop’s office, working under the direction of the Bishop of Leeds PA and alongside the Administrative Secretary and Events Coordinator.
The main responsibilities for this role are:
- To provide administrative support within the Bishop’s office.
- To work under the direction of the Bishop of Leeds PA and alongside the Administrative Secretary and Events Coordinator by providing administrative and hospitality support.
- Welcoming all visitors in a friendly, approachable and professional manner and ensuring they sign in and out of the building.
- Offering hospitality to visitors.
- Keeping the office area, store cupboards, meeting rooms, and kitchen area, clean and tidy, and complying with Health and Safety regulations.
- Answering incoming calls, redirecting them or taking accurate messages ensuring these are passed on in a timely manner.
- Responding to Emails where appropriate or requested
- Maintain a comprehensive filing system that enables ready access to correspondence, information concerning people, organisations and groups.
- Ensure that files are maintained in compliance with GDPR
- Help maintain the office database and circulation lists ensuring that all information is kept up to date and accessible to all members of the team
- Typing letters and reports as appropriate
- Photocopying and scanning documents as required.
- Assist in preparation of Ordinations and other events upon request
- Logging all incoming post and forwarding to the correct recipient in a timely manner.
- Admin relating to the Management of Clergy Files
- Admin relating to Permission to Officiate process
- Setting up and managing meeting rooms, equipment and showing others how to use it when necessary.
- Undertaking First Aid, Fire Warden, and Emergency Alarms training to act as a first point of contact for Hollin House staff in emergency situations.
- Ensuring that all information for the People’s system is updated in a timely manner.
- Prepare and distribute notifications on behalf of the Bishop (New appointments, resignations etc.)
- Maintaining stationery supplies as appropriate.
- Ensuring the maintenance of the building and office equipment including the printers, and franking machine, by contacting the relevant suppliers, and escalating to the Finance Manager when necessary.
The Ideal Candidate
The ideal candidate should have:
Skills, knowledge and aptitudes
The Administrator should be able to provide evidence of the following:
- Customer service experience.
- Experience of administration, front of house, or office duties.
- Proficient use of Microsoft Word, Excel, Access, Outlook and Internet browsers
- Proven ability in using databases
- Proven ability to manage a varied work load efficiently
Qualifications, Training and Experience
- Maths and English GCSE or equivalent.
- Have good interpersonal and organisational skills.
- Have the ability to proactively manage workload.
- Be sensitive to the different culture, traditions and activities within the parishes of the Diocese.
- Have the ability to work collaboratively.
- Have the ability to relate to a wide range of people and organisations
- Have the ability to ensure own personal and professional development.
- Manages workflow flexibly to prioritise tasks in order to meet deadlines
- Follows office procedures
- Demonstrates understanding of the importance for maintaining strict confidentiality
Disposition and Attitude
- Empathy with the faith and mission of the Church of England.
- The aspiration to reflect the Diocesan values in both personal and professional conduct and communication with colleagues, diocesan stakeholders and other contacts.
- Have a flexible working approach to be able to provide front of house cover during office opening hours and occasional evenings
Non-clergy staff will be automatically enrolled into 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.