PA to the Bishop of Reports to: The Bishop of Whitby

Grade: Six

www.dioceseofyork.org.uk

1. CONTEXT

The stretches from the River Tees in the north to the River Humber in the south, and from the Yorkshire coast westwards approximately as far as the A1 road. Its area (2,661 sq miles) is the second largest of the English dioceses. There are three Suffragan Bishops within the Diocese of York, working in conjunction with the three Archdeacons and the . Each has a Personal Assistant to support them in the secretarial/administrative aspects of their work. The area (or Archdeaconry) for which the Bishop of Whitby is responsible includes Middlesbrough, Whitby and the North York Moors, Pickering, Thirsk, Northallerton and Thornaby. The Bishop of Whitby works from his home in Stokesley and his PA has working accommodation in his house.

2. PRIMARY PURPOSE OF THE POST

To provide effective secretarial, administrative and clerical support to the Bishop in the running of his office.

3. PRINCIPAL DUTIES AND RESPONSIBILITIES

PA Support to the Bishop of Whitby

To maintain the Bishop’s work diary, planning and negotiating appointments and dates on an annual/monthly/weekly/daily basis. This will on occasions include the co-ordination of specific events, for example arranging suitable venues and catering, co-ordinating attendance and liaising with relevant parties. To provide a discreet, courteous and efficient first point of contact for all communication to the Bishop, receiving and prioritising telephone calls and mail (including emails), ensuring queries are dealt with efficiently, giving information, initiating action, drafting responses or redirecting/liaising with the Bishop as appropriate. To support the Bishop in the appropriate dissemination of information within the diocese. To maintain the office filing system and keep it up to date in line with the requirements of the Data Protection Act as it applies to the Bishop’s files. To maintain the Bishop’s expense account and to assist with the financial management of issues relating to the work of the Bishop. To ensure that all the office support systems and resources including stationery, reference books, week-ahead engagement/work file, information databases and IT software are up to date and functioning properly. To arrange and attend meetings when necessary in support of the Bishop and where appropriate take minutes. To liaise with clergy, church leaders, other senior office holders, public bodies and members of the public and to coordinate visits on behalf of the Bishop. To research material for presentations/reports and to prepare audio-visual materials and spreadsheets to support the work of the Bishop. To progress arrangements relating to all aspects of the Bishop’s work and keep records as required. To receive and entertain visitors in a hospitable manner, making tea and coffee. To provide administrative support for the developing role of the Bishop, including the implementation of new legislation.

Supporting the work of the Bishop in his additional duties To provide administrative support for the Bishop in respect of the duties he undertakes as an adjunct to his core work. Supporting the bishop in his additional responsibilities for committees within the Diocese and for organisations outside the Diocese

Additional Responsibilities The post holder will play an important role in being the first point of contact for anyone contacting the Bishop’s office, and as such will need to demonstrate the ability to relate to people across the whole social spectrum and to put people at their ease as well as the ability to show pastoral sensitivity and tact where appropriate. This work will involve issues of a sensitive nature. The post-holder will therefore be expected to maintain complete confidentiality and integrity at all times. To participate in annual review and appropriate continuing professional development To facilitate the general smooth running of the administrative function of the Diocese by providing administrative cover as required.

4. COMMUNICATION AND CONTACTS

Internal: Archbishop’s Staff and their PAs, Diocesan Staff, Clergy, Church Officers and Parishioners. External: Senior public figures including local and visiting dignitaries, local officials, voluntary organisations, the general public and the press/media.

Please note that this job description provides a guide to the duties and responsibilities of the post and is not an exhaustive list. The post holder may be asked to undertake any other relevant duties appropriate to the post. The job description may be amended over time, in consultation with the post holder to meet the needs of the Diocese.

PA to the Bishop of Whitby - PERSON SPECIFICATION Prepared by: , Bishop of Whitby/ Sally Roberts, Senior HR Officer (July 2010) ATTRIBUTES ESSENTIAL DESIRABLE Knowledge and Experience of working in a busy Experience of working as a PA. Experience office environment (min of 2 years). Experience of the Computer literate – including organisation/culture of the Church experience of using Microsoft of England/Dioceses.

packages such as Word, Excel and Experience of minute taking. Powerpoint. Experience of using standard office equipment such as binders, photocopiers, fax, audiotape etc. Qualifications and Good all round general education to Training at least A Level or equivalent.

RSA III/ECDL or equivalent

experience in secretarial or

administration qualifications. Commitment to continued professional development. Skills and Abilities Ability to work unsupervised, and Ability to understand, use and on own initiative, as well as within where necessary translate the

the wider team. language and culture of the Church as appropriate to the circumstances. Excellent spoken and written communication skills and a professional telephone manner.

Excellent organisational skills and attention to detail. The ability to prioritise and work efficiently under pressure. Ability to take minutes. Personal Qualities Ability to relate to people across the whole social spectrum and put them

at their ease.

Ability to engender trust and demonstrate tact and diplomacy whilst maintaining confidentiality. Circumstances Empathy with the Christian faith and To have an understanding of the a commitment to applying your and its aims.

professional knowledge with A communicant member of the personal integrity to support the Church of England or of a church in ministry and mission of the Diocese. full communion with it. Able to work flexibly within the requirements of the role.

TERMS AND CONDITIONS OF EMPLOYMENT

Employer The York Diocesan Board of Finance (YDBF) Line Manager Bishop of Whitby Senior Line Manager Diocesan Secretary CRB Disclosure CRB Disclosure is not required for this post Probationary Period Appointments are subject to a 6 month probationary period Hours This is a part time post (25 hours per week) Salary £15,059 pro-rata (£21,082 per annum full time equivalent) Pension The YDBF offers a contributory pension scheme (“the Scheme”) organised by the Church of England (the “Church”) Pensions Board. For each 1% of contribution paid by the employee, up to a maximum of 7%, the employer will pay a contribution equivalent to double the amount Holidays In addition to the eight Bank and Public Holidays DBF employees are entitled to 5 weeks annual leave in any year. Part time employees are entitled to a pro-rata of the above based on their working week Mileage A mileage allowance will be paid in respect of journeys undertaken in connection with the duties of the post (currently 40p per mile for the first 10,000 miles)

NON CONTRACTUAL BENEFITS

Health Screening Free health screening is currently offered for all those who receive an income from the Diocese Pastoral Care Our Diocesan Adviser and Co-ordinator of Pastoral Care offers the space to talk through pastoral, professional or personal matters and can provide or arrange counselling and or mediation if required