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Personal Secretary to the Archdeacon of Berkshire GRADE

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Personal Secretary to the Archdeacon of Berkshire GRADE JOB TITLE: Personal Secretary to the Archdeacon of Berkshire GRADE: O EMPLOYER: Oxford Diocesan Board of Finance DEPARTMENT: Berkshire Archdeaconry LINE MANAGER: Archdeacon of Berkshire ACCOUNTABLE TO: Archdeacon of Berkshire RESPONSIBLE FOR: N/A LOCATION: The Archdeaconry office operates from the Archdeacon’s home address, in Newbury ………………………………………………………………………………………………………………………......................... Christian vision, ethos and principles underpin all aspects of the way the Oxford Board of Finance (ODBF) runs. The post-holder must be committed to ODBF’s principles and values and support the Diocesan strategic priorities in line with our common vision of a Christ-like Church for the sake of God’s world. To become more Christ-like is to become more Contemplative, Compassionate and Courageous. Read more about our common vision here: https://www.oxford.anglican.org/mission- ministry/towards-a-common-vision/ JOB PURPOSE: To provide a confidential secretarial and admin service to the Archdeacon of Berkshire, who is responsible for the Church of England clergy and parishes in the Berkshire Archdeaconry. The Archdeacon works closely with the Area Bishop of Berkshire and is a member of the Senior Staff team of the Diocese of Oxford. PRINCIPAL ACCOUNTABILITIES 1. To work with the PA to the Archdeacon of Berkshire to deliver a 50% confidential secretarial and administrative service 2. To contribute to the smooth running of the Berkshire Archdeaconry office 30% 3. To undertake wider agreed tasks that support the work of the f Berkshire 20% Archdeaconry DUTIES AND RESPONSIBILITIES 1. To work with the PA to the Archdeacon of Berkshire to provide a confidential secretarial and administrative service including: • Dealing with correspondence, incoming telephone calls and emails on behalf of the Archdeacon as requested 1 • Type letters and emails where required • Assisting with diary management, where necessary • Photocopy documents and file in appropriate electronic and manual filing systems 2. To contribute to the smooth running of the Berkshire Archdeaconry office • Field any general enquiries to the office from Churchwardens, clergy, SSMs and LLMs • In conjunction with the PA, co-ordinate and administer procedures for the annual Ministerial Development Review for Clergy, liaising with the Bishop of Reading’s office • To prepare and administrate Archdeacon’s Licences as directed • Assist with the Input, update and maintenance of all Church Warden and PtO clergy data on Database • To maintain both electronic and paper systems in the office ensuring the office runs smoothly • Maintain clergy personal details spreadsheet • To offer hospitality for meetings and visitors to the office providing refreshments • Updating and maintain email folders and contact lists with any changes • Updating and maintaining FileStream system and arranging shredding/ disposal of relevant documents • Quinquennial Inspections, maintaining database and AD/LC Inspection Certificates • Archdeacon’s Visitations: Assist the PA with admin aspects of and attend Visitations DIMENSIONS • To be the first point of contact for the 6 Deaneries of the Berkshire Archdeaconry which includes 79 Benefices, comprising 170 Churches, 400 Churchwardens, 95 Stipendiary Clergy, (plus 18 Curates in Training), 16 Chaplains, 82 SSM Clergy, 92 LLMs and 100 retired clergy / others on Permission to Officiate • Deal with 30 licences per annum • To maintain efficient communications with key people in Church House Oxford around Stipends, Buildings, HR and Trusts work PLANNING & ORGANISATION • To assist with the administration of the process of annual Ministerial Development Reviews • Work with the PA to ensure that the office supplies and orders are appropriately dealt with and that the office is adequately stocked • Assist the PA to ensure that any events throughout the year are planned well in advance and scheduled accordingly 2 DECISIONS • To assist the PA with responding to telephone calls and emails when the Archdeacon is out of the office, making appropriate decisions and signposting people to solve problems or get suitable advice CONTACT WITH OTHERS Internal: • Bishops and support staff • Archdeacons and support staff • PA • The Archdeacon’s family • Visitors to the Archdeacon • Staff at Church House Oxford • Cleaning / garden staff External • Area Deans • Clergy • Churchwardens • Diocesan Registry • Lay members of the Diocese • Church House Westminster • Lambeth Palace • 10, Downing Street • Patrons • Members of the media • Members of the public • External contractors/ suppliers PROFESSIONAL STANDARDS - KNOWLEDGE, SKILLS AND EXPERIENCE Essential • Good standard of secretarial and administrative skills • Good standard of Audio, keyboard and typing skills • Good working knowledge of Microsoft Office including Outlook, PowerPoint, Excel and Publisher • Ability to prioritise work to ensure deadlines are met • Flexible approach to work with an ability to change priorities, depending on workload • Able to maintain a high level of confidentiality and discretion • Ability to communicate with people at all levels and offer hospitable welcome to all visitors and guests • Friendly and efficient communication style for dealing with telephone and face to face enquiries 3 • Ability to work efficiently as part of a small team and work unsupervised and sometimes in isolation • Good degree of accuracy in work with good attention to detail • Have an understanding of and empathy for the work of the Church of England Desirable • Previous experience of event management and use of Eventbrite • Previous experience of the workings of the Church of England 4 GENERAL INFORMATION Band Salary Band O Remuneration Salary £25,566 per annum pro-rata Hours of work 8 hours per week Your working pattern should be agreed with your line manager; however, it is recognised that this role requires the ability to work flexibly, and with that some evening and weekend work may be required for which time off in lieu may be taken on agreement with your line manager. Place of work Foxglove House, Love Lane, Newbury, Berkshire RG14 2JG Holidays Your annual leave entitlement is broken down as follows: - During the first year of your employment with us you are entitled to 22 days’ annual leave per annum. - During the second year, up to and including the fifth year of employment, you will be entitled to 25 days leave per annum - During the sixth year, up to and including the 10th year of employment, you will be entitled to 1 days extra annual leave per consecutive year. - Thereafter, you will be entitled to 30 days’ annual leave per annum The above annual leave entitlement is calculated on pro rata basis for part time employees. In addition, you are entitled to the usual United Kingdom public holidays. Furthermore, the Board gives three discretionary holiday days to its employees, namely: Ascension Day, Maundy Thursday and Christmas Eve. It is recognised that some roles may be required to work from home on these days as and when the Board requires it. Pension Provision It is a statutory requirement for ODBF to automatically enrol employees into an appropriate Pension scheme of our choice. In our case this is the Church of England Pensions Board Pension Builder 2014 scheme. Information can be sought from the Church of England website: https://www.churchofengland.org/sites/default/files/2017-11/2017-pb-2014-booklet- v-11.pdf. Probation period Six months, during which time progress is regularly reviewed and the period may be extended. Notice period 1 month from either side, or the statutory minimum (whichever is greater). NOTE: The current main duties and responsibilities of this post are outlined in this job description. The list is not meant to be exhaustive. The need for flexibility, shared accountability and team working is required. The post-holder is expected to carry out any other related duties that are within the employee's skills and abilities, commensurate with the post’s banding and whenever reasonably instructed. 5 It is the practice of the ODBF to review job descriptions annually to ensure that they relate to the role as then being performed or to incorporate whatever reasonable changes that have occurred over time or are being proposed. This review will be carried out by the line manager in consultation with the post-holder before any changes are implemented. The post-holder is expected to participate fully in such discussions and implementation. 6 .
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