Executive Assistant to the Clergy (full-time, temporary maternity cover)

Salary: £28,000 per annum (dependant on experience)

Role Reports to: Associate Vicar (during the vacancy for our Church Vicar)

JOB PURPOSE

The role of the Executive Assistant (EA) to the Clergy is to assist with all the administration and communication for the Clergy. The EA will often be the first point of contact with people from both inside and outside the church and needs to be able to act on behalf of the Clergy in both pastoral and business situations, face to face and in writing. Together with other staff and volunteers, the EA will help in shaping our culture of Christian welcome and compassion.

ROLES AND RESPONSIBILITIES

• Act and speak on behalf of the Clergy in person, over the phone, by email or letter.
• Oversight of clergy correspondence and calls ensuring all are actioned in a timely way.
• Manage the diary on behalf of clergy and oversee preparations for speaking events, leading services, and travel.
• Free the clergy of unnecessary administration, phone calls, interruptions, for example, making room bookings and joining meetings to take actions and notes.
• Oversight of administrative responsibilities for Occasional Offices and Special Services (weddings, funerals, baptisms, confirmations, Christmas, Easter etc.), including correspondence with families, funeral directors, etc.
• Collect required preparatory information and paperwork.
• Co-ordination and booking of staff, including musicians and volunteers.
• Utilising planning details to create invoices and complete parish returns.
• Support Clergy, Church Wardens, and PCC Secretary with administration for meetings including: PCC, Standing and Finance, and the APCM.
• Support the church’s Electoral Roll officer with administration as requested.
• Support the Church Wardens with administration, correspondence, and meeting provisions.
• Support the Clergy with the pastoral work of the church, acting as a first point of contact for the Clergy.
• Liaison with the pastoral care team to ensure that those in need of support such as home or hospital visits are seen with appropriate urgency and regularity by either Clergy or delegated volunteers.
• Support the Clergy with Sunday Service planning and administration, working with the Worship Pastor and our volunteer teams.
• Managing rotas for welcome team, intercessors, readers, and communion servers.
• Encourage and share best practice among volunteer teams.
• Briefing new volunteers on their role new to their volunteering role.
• Supporting the clergy with planning of rotas for preachers and service leaders.
• Creating any liturgy slides needed to support worship.
• Attending Sunday services on a regular basis to facilitate the smooth integration of new worshippers into Church life by: facilitating ‘Welcome Sunday’ events, undertaking administration to connect people with mid-week small groups and giving briefings on how to get the best from ChurchSuite, our church administration and communication platform.

Work expectations:

• Attending Sunday services and working key dates in the church year including Christmas services, Easter services, and Annual Parish Church meetings, for which time in lieu will be given.
• 3-month probationary period and 2-month notice period on successful completion of probation.
• Attendance at weekly staff prayer times and other meetings as required.

PERSON SPECIFICATION:

• Strong organisational & time management ability.
• Enjoys working under their own initiative & getting the details right.
• Strong knowledge of Microsoft Office & IT skills.
• Experience of ChurchSuite.
• Able to adapt and multi-task.
• Proven confidence working under pressure & to deadlines.
• Experienced Executive Assistant.

This post is subject to an Occupational Requirement that the post holder is a committed active Christian under Part 1 of Schedule 9 to the Equality Act 2010.

Qualities and Beliefs

• Has a personal faith in and living encounter with God, as Father, Son, and Holy Spirit.
• Has a passion for welcome and to see people encounter Jesus, and to see them grow into all that God has designed them to be in Christ.
• Is teachable and humble.

Skills and Abilities

• Can role model great welcome and pastoral sensitivity, inspiring confidence through energy and integrity.
• Is a good team-worker, with a collaborative and co-operative style with a proven ability to nurture and develop gifts in others.
• Has well-developed inter-personal and communications skills, and sense of humour.
• Has excellent organisation and administration skills.
• Is able to be flexible, proactive, and adaptable as situations require it.

Knowledge, Qualifications and Experience

• Has a track record of providing administrative assistance, ideally in a church setting.
• Demonstrates experience of appropriately maintaining confidentiality.
• Is experienced working well under pressure and managing deadlines/priorities well.
• Is comfortable with working in an open-plan office environment.