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Job Description Personal Assistant to the Bishop of Norwich and the Archdeacon of Norwich Employed by The Bishop of Norwich Responsible to The Rt Revd Graham Usher, Bishop of Norwich and The Venerable Karen Hutchinson, Archdeacon of Norwich and Warden of Readers Supervision of Assistant Secretary and the Finance and Facilities Assistant Key working The Bishop of Norwich relationships: The Archdeacon of Norwich The Bishop’s Chaplain The Bishop’s Spouse The Assistant Secretary The Finance and Facilities Assistant The Media, Projects and Research Officer The Diocesan Safeguarding Advisers Bishop’s House staff (gardeners, cleaner and occasional driver) The Bishop’s Senior Staff, including Diocesan Registry Diocesan Mission and Ministry Teams Church Commissioners See Finance and House Teams Place of work Bishop’s House, Norwich NR3 1SB Hours 35 hours per week (plus one hour lunch break) Salary £28,119 Appraisal There will be an annual appraisal conducted by the Bishop of Norwich and the Archdeacon of Norwich. JOB DESCRIPTION Working with and supported by colleagues, and under the oversight of the Bishop’s Chaplain, the post holder will deliver effective and professional administrative support for the Bishop of Norwich and the Archdeacon of Norwich. 1 Main duties and responsibilities: Welcome and hospitality o With other staff, maintain a welcome and hospitality for all callers, visitors and guests, including providing refreshments and serving meals, or guiding them to the Bishop’s study. o Answer the phone politely and deal with requests arising with diplomacy and tact, with messages being emailed to the Bishop or Archdeacon. o Assist with arrangements for social functions, receptions, dinners and large events. o Book caterers and, where necessary, first aid support. o Draft and send invitations. o Update guest lists and provide table plans and place cards. o Support some events as they are in progress, handling any issues as they arise. o Serve refreshments as required. Correspondence and administration o Ensure the efficient running of the Bishop’s and Archdeacon’s office dealing with matters in a timely manner and confidentially. o Open non-personal post daily and acknowledge, respond, forward or delegate as appropriate. o Manage the Bishop’s and Archdeacon’s emails, allocating to digital folders as necessary and where possible deal with them personally or pass on to the most appropriate person to respond or leave for the Bishop/Archdeacon to reply fully or read in due course. o Oversee the production of letters and documents for the Bishop. o Draft routine letters, along with the Assistant Secretary, including responses to invitations. o In cooperation with the Assistant Secretary be responsible for the extensive paper and electronic filing system and the secured storage of sensitive and confidential documents. o Set up new files and instigate rationalising of files on a regular basis according to the rules of the Data Protection Act 2018. 2 o Forward confidential clergy and licensed lay minister (Reader) files to other dioceses as necessary with approval of the Bishop. o Ensure the accurate and timely upkeep of the diocesan database (and in time the Church of England People System once it is fully operational) for all licensed clergy and with other job roles as required. o Maintain appropriate records for Christmas cards and social invitations, preparing labels and mailings when required. o Provide access to blue files and licensed lay minister (Reader) files to the Diocesan Safeguarding Advisers, other bishops and archdeacons, recording the reason why they have been seen. o Be aware of and follow all statutory, Church of England and Diocese of Norwich policies and guidance relevant to this role. Diary o In consultation with the Bishop and Archdeacon, be responsible for the short-, medium- and long-term planning of their diaries, as well as the site diary and co-ordinating with others about diocesan dates. o Agree proposed appointments or event dates with the Bishop and Archdeacon before finalising. o Produce weekly diaries for Bishop’s House, the Bishop’s spouse and Senior staff. o Maintain a diary for Granary Court (office base and meeting facilities). o Liaise with senior staff PAs regarding diocesan dates. o Organise appointments and practical arrangements for visits and meetings, liaise with the Chaplain who is responsible for liturgical aspects. o Make travel and accommodation arrangements for the Bishop. o Liaising with the Chaplain, supply the Bishop with all necessary paperwork and briefings as required for his daily programme. 3 Liaison o Assist all staff in any way possible for the efficient running of the Bishop’s Office including liaising with other staff about lunch breaks to ensure that the office continues, where possible, its service. o Liaise and ensure good communication with the rest of the Bishop’s House staff team. o Help with questions from the Bishop’s spouse and keep them informed of events / site works etc (administrative support is given by the Assistant Secretary). o Develop and maintain good working relationships with those who work in the Diocesan Office, the Cathedral Office, the Archdeacons’ and Bishops’ Offices and the Registry. Site o Contribute to forward planning of the Bishop’s office reviewing of systems, procedures and IT, order and setting up new equipment where necessary. o Ensure with other staff that the offices and Granary Court and Granary Cottage facilities are kept tidy. o Work with the Bishop and the Finance and Facilities Assistant to ensure best value for money on all expenditure, including utilities. o Share in being the staff member on duty at Bishop’s House garden openings and events. Specific tasks for the Archdeacon of Norwich in her two roles: As Archdeacon: o For the Archdeacon of Norwich plan for and manage the annual process for the Central Visitations, including annual revision of communications allowing for changing legislation. o Organise and prepare for the Archdeacon of Norwich’s Pastoral Visitations. o Send out occasional mailings. As Warden of Readers: o Collate all paperwork for LLM (Reader) selection including application forms, references, and DBS checks, and send to Selection Secretary. 4 o Liaise with Central Readers’ Council annually to update their database, report new LLMs-in- training and ensure fees are paid. o Issue regular mailings from the Warden to LLMs and LLMs with PtO mainly by email but also in hard copy where required. o Ensure the smooth running of three annual events: Licensed Lay Ministry Day at the Cathedral, Bishop’s Day for LLMs, LLM Quiet Day including preparation, liaison with those involved and the venues, including any candidates for Admission and/or Licensing; issuing invitations and recording responses, making arrangements for catering. o Notify the Warden and Sub-Warden when pastoral concerns or deaths are reported, draft and issue obituary notices. Oversight o Responsibility for the Finance and Facilities Assistant and the Assistant Secretary and Safeguarding Administrator, undertaking their professional development review and delivering regular feedback and support. Person Specifications Given the nature of the role there is a genuine occupational requirement for the post holder to be a practising Christian. Schedule 9 of the Equality Act 2010 applies to this post. o A communicant member of a Christian church. o A calm and level head when busy or under pressure. o Friendly with a diplomatic manner. o A flexible approach to working hours and duties whenever possible, including occasional evening and weekend work. o Ability to apply understanding, judgement, and discretion. o Willing to attend events, including acts of worship, at the Bishop’s request. o Reliable attendance and punctuality record. o An understanding or willingness to learn the systems, structures and terminology of the Church of England. 5 Skills/Aptitudes: o Excellent and proven PA, secretarial and administrative skills. o IT proficiency, including Microsoft Word, Outlook, and Excel. o Ability to organise own workload, to set priorities and to work to deadlines. o Ability to handle confidential information and to act with discretion. o An eye for detail, accuracy, and quality to everything leaving the office. o Ability to work as part of a team. o An ability to supervise and motivate others. o An ability to build relationships, both internally and externally. o A good telephone manner. Knowledge/Experience: o Proven experience of supporting very busy and demanding diary. Education: o Sound education to GCSE and/or A level or equivalent. o Good use of the English language both oral and written, including grammar, spelling and punctuation. This role is subject to a basic Disclosure and Barring Service (DBS) check. THIS JOB DESCRIPTION IS NOT AN EXHAUSTIVE DOCUMENT BUT IS A REFLECTION OF THE DUTIES AND RESPONSIBILITIES APPLICABLE AT THE TIME OF ISSUE. Details and emphasis are subject to amendment and revision in the light of the changing needs of the office of the Bishop of Norwich. August - 2021 6 .
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