PA to the Bishop of Bradwell
The Bradwell Area covers mid and South Essex including the unitary authorities of Southend and Thurrock and which has a population of just under 1m people. There are 175 churches in 137 parishes and 50 church schools in the area.
The PA to the Bishop of Bradwell will ensure the efficient, smooth and collaborative running of the Bishop’s activities which are pivotal to success in his ministry.
Aims and purpose of job:
- Executive Assistance: To oversee and provide administrative support for the Bishop to enable him to fulfil his Episcopal ministry both in and beyond the Diocese
- Bradwell Team: To carry out core processes relating to the people systems and organisation of the Bradwell Area Team as it is established and built.
- Communications and public face: To ensure an efficient system for managing all correspondence, enabling hospitality and ensuring responsiveness.
- Diary management: To run the Bishop of Bradwell’s diary, including preparation for services and meetings and helping the diary reflect the Bishop’s priorities.
The main responsibilities for this role are:
Executive Assistance: To oversee and provide administrative support for the Bishop to enable him to fulfil his Episcopal ministry both in and beyond the Diocese
- Run the administration and finances for the Bishop’s office, managing the budget and the Official Expenses (‘Local’) Account day to day, arranging payments and drawing up quarterly returns.
- Oversee the provision of adequate office supplies and equipment, including computer systems.
- To oversee maintenance and improvement of information systems and archiving where necessary.
- Work alongside the Bishop in planning and managing his Diocesan pilgrimage responsibilities.
- Enable the Bishop to maintain links with a range of community organisations in the Area including other denominations and Christian mission organisations as well as interfaith and local community groups.
- Assist the Bishop playing a part with his national responsibilities (yet to be clarified) and wider interests including prayer, church planting and revitalisation, community organising, environmental concerns.
- Attendance at annual meeting of Bishops PAs at Lambeth, quarterly meetings with Archdeacon’s PAs, Diocesan Bishop and Archdeacon PAs meeting, Staff Forum.
Bradwell Team: To carry out core processes relating to the people systems and organisation of the Bradwell Area Team as it is established and built.
- Manage monthly Area Team meetings, ensuring agendas are circulated in advance and notes circulated as needed following.
- Help manage the process of of Clergy Discipline Measure cases, in conjunction with the Archdeacons and Bishopscourt.
- Support the sponsoring and selection process of Ordinands and assist in the preparation for the Priest’s Ordinations for the Bishop’s capacity as Sponsoring Bishop.
- Before a clergy post interview check the Lambeth list and obtain Clergy Current Status Letters (CCSL) and afterwards arrange for a successful applicant to meet with the Bishop and ensure all necessary safer recruitment procedures have been completed and documented prior to licensing.
- Issue draft notices of appointment, departure and retirement, along with the Bishop of Chelmsford’s Office.
- Process applications and issue permissions and renewals for those seeking Permission to Officiate (PTO) or renewal of PTO as well as Authorised Lay Preachers and transfer of Readers/Licence Lay Minister (LLM) licences both internal and external
- Ensure that all necessary safer recruitment procedures are followed and obtain letters of good conduct from the relevant LARC for external appointments.
- Maintaining clergy working files for all clergy and Readers and past Readers and oversee the maintenance of the Clergy Ministerial Development Review (MDR)/ 'Senior Staff Review (SSRs) database.
Communications and public face: To ensure an efficient system for managing all correspondence, enabling hospitality and ensuring responsiveness.
- Manage the general email inbox for the Bishop of Bradwell including filing systems and drafting responses on behalf of the Bishop.
- Facilitate effective internal communication, including liaising with the Bishop’s Staff, Diocesan Office, Diocesan Registry, Diocesan clergy and secretarial staff, other Bishops and clergy nationally, as required, Church and Commissioners Bishoprics Department.
- Oversee the regular production of an Area newsletter (or equivalent) and regular generic communication from the Bishop to the clergy and lay leaders of the Area.
- Respond to a wide range of enquiries in a warm and friendly manner either in person or by directing enquirers to the appropriate sources of information.
- Help to organise, and on occasion attend, meetings social events and services in which the Bishop is involved.
- Work with the Area Bishop and Head of Diocesan Comms on media enquiries and in commenting and public impact work.
Diary management: To run the Bishop of Bradwell’s diary, including preparation for services and meetings and helping the diary reflect the Bishop’s priorities.
- Oversee the Bishop’s Diary, including arranging all appointments and meetings, travel arrangements, formal and informal social events and preparing required documentation
- Booking in interviews with title post clergy in their first and third years in collaboration with CMD Adviser.
- Ensure all MDR appointments are booked appropriately with preparation forms issued in good time and completed paperwork is forwarded to the appropriate Archdeacon, MDR administrator, Continuing Ministerial Development (CMD) Adviser and Bishopscourt and, where possible, a system for follow up is in place.
- Arrange church visits, preaching assignments, licensings, Deanery Confirmations and Bishop’s Deanery Days with Area Deans and ensure necessary information is in place and preparation time allowed for.
- Prepare and circulate agendas and minutes of meetings and ensure Bishop has all necessary paperwork for meetings in day file etc.
The Ideal Candidate
The ideal candidate for this role should have:
- Sound education to GCSE and/or A level or equivalent in education/work experience
- Outstanding administrative skills
- Excellent verbal and written communication skills
- Great attention to detail
- IT proficiency, including Microsoft Word, Excel and Outlook
- Experience of running/overseeing financial processes
- Ability to organise own workload, set priorities and work to deadlines
- Deal confidentially with personal information and sensitive matters including being meticulous with the handling, filing and security of personal information.
- Collaborate with other colleagues in other offices to establish best practice
- Good communication skills, especially in receiving and relaying messages
- Propose and take on initiatives leading to improved administrative outcomes
- Relevant workplace experience
- Ability to develop and maintain good relationships with a wide range of people including those working in a voluntary capacity
- Deal in a confident, welcoming manner with callers and visitors, with patience and diplomacy
- Work flexibly and collaboratively
- Work on your own, at times under pressure
- Be comfortable working within appropriate confidential boundaries
- Willing to undergo training courses and attend day seminars as needed
- A full driving licence and use of their own car with insurance for business purposes
- Understanding of the Church of England, its structures and organisation
- Leadership experience and involvement in a local church
What we can offer you:
- Membership of a supportive, positive and purposeful team
- Work that changes people’s lives and improves South Essex and beyond
- A lot of variety in what crosses your desk every week
- Connection to a wide range of interesting people
- A commitment from your line manager of personal development and fulfilment in the workplace
- The opportunity to go on training courses and improve skills and experience
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.