EA/PA Church Secretary in London

The Archbishops' Advisers for Appointments and Vocations (AAAV) team is a key team within the Office of the Archbishops of Canterbury and York, supporting and advising the Archbishops and the wider Church on the nomination process for senior clergy. The team supports the work of the Crown Nominations Commission (CNC) on the nomination of Archbishops and Diocesan Bishops, those involved in nominating Suffragan Bishops and the selection panels who nominate new cathedral Deans, as well as any other appointments involving the Archbishops.

This role provides an excellent opportunity of working in a small, friendly, committed, professional and busy team supporting a complex, detailed and fast-paced portfolio of senior appointments, vocational discernment and associated projects. We work as a close-knit team in beautiful surroundings, part of the Lambeth Palace community and Office of the Archbishops of Canterbury and York, supporting each other with care, flexibility and good humour.

The purpose of this role is to provide seamless, proactive support to the Archbishops' Secretary for Appointments, ensuring their time, priorities, and workflow are protected and optimised. Ultimately, the role keeps the Archbishops' Secretary focused and the team functioning smoothly by being the connective, proactive and organised force that helps to hold everything together.

• Complex, efficient and strategic diary management involving multiple stakeholders and competing demands, including booking travel and accommodation.
• Being aware of the Archbishops' Secretary for Appointments' objectives, priorities and views, communicating these appropriately and sensitively to external and internal stakeholders.
• Organising meetings and ensuring the Archbishops' Secretary for Appointments is fully briefed and prepared in advance.
• Building and maintaining relationships with key contacts and their offices, keeping the Archbishops' Secretary for Appointments updated, as appropriate.
• Supporting the planning and delivery of nomination processes involving the Archbishops' Secretary for Appointments.
• Ensuring the timely processing of the Archbishops' Secretary for Appointments' expenses and providing wider team financial administrative support.
• Receiving and greeting visitors and being an ambassador for the Archbishops' Secretary for Appointments and the wider team in welcoming guests.
• Providing detailed hospitality administration, coordination and support, e.g. ensuring meetings are set up and catered for appropriately, booking appropriate rooms, ensuring appropriate technology is in place and coordinating visitors.
• Supporting research projects relating to the work of the Archbishops' Secretary for Appointments with preparatory independent research and briefings.
• Managing and prioritising communications, whether by phone, e-mail, letter or in person, drafting high-quality and timely responses.
• Drafting and maintaining documents, reports, policies and other materials, informed by an understanding of their context, implications and impact.
• Taking and drafting high-quality meeting minutes, ensuring key outcomes, decisions and actions are clearly documented.
• Working alongside and supporting the planning and delivery of senior appointments processes and the wider work of the team, as required.

A comprehensive and supportive induction programme will be put in place for the post holder to ensure that they have all the information, access and contacts required to quickly acclimatise and excel in this role. All staff working at Lambeth Palace share responsibility to promote and maintain a strong safeguarding culture with regard to children and vulnerable adults, including identifying the key actions they should take given their role and responsibilities.

• Strong ability to draft high-quality, accurate correspondence, briefs, minutes and other written material.
• Outstanding word-processing and proof-reading skills.
• Experience of providing personal assistant support at senior level.
• Experience preparing committee papers and planning high-quality events or meetings.
• Excellent working knowledge of Microsoft Word, Outlook, Excel, Teams, SharePoint, the internet and networked systems, with confidence using IT to develop creative solutions.
• Strong emotional intelligence and the ability to respond with sensitivity and pastoral awareness when required.
• Excellent judgement in managing urgent, complex and varied matters.
• Strong commitment to delivering consistently high-quality work.
• Proactive, consistent, organised and forward-thinking, with strong planning and prioritisation skills.
• Ability to adapt plans quickly in response to changing circumstances and to incorporate new learning into future planning.