Administrative Assistant, Archbishop of Canterbury's Private Office

This is an exciting opportunity at the heart of the Archbishop of Canterbury’s ministry. As Administrative Assistant you will play an integral role in a busy team that supports the Archbishop’s work locally, nationally and internationally. The Archbishop of Canterbury’s Private Office comprises the Head of The Private Office, Correspondence Manager, Diary Manager and Assistant Diary Manager.

The Administrative Assistant will work within the Private Office team to provide first class executive support to the Archbishop. The Private Office is located in the delightful surroundings of Lambeth Palace; a unique building of historical significance where staff work together to demonstrate the Archbishop’s ministry of hospitality by ensuring a warm and generous welcome to all visitors. Whilst there may be occasional opportunities to work remotely, because of the nature of the role, you should expect to work at Lambeth Palace for the majority of the time.

Responsibilities:

• Hospitality and Welcome: You will be the first point of contact for the Archbishop’s guests and ensure they are well looked after: Liaising with Gatehouse staff to anticipate and greet arrivals, organising refreshments and offering a warm welcome. Assisting with planning and coordination of the Archbishop’s events and hospitality at Lambeth Palace, staffing when required, e.g. meeting and greeting.
• Gifts: You will work with the Head of the Private Office to develop and implement the gifts policy which will include: Keeping accurate records of gifts and books received using internal software. Maintaining stock records of gifts to be given by the Archbishop and sourcing suitable gifts in liaison with colleagues.
• Correspondence: In liaison with the Correspondence Manager you will be: Handling incoming and outgoing post, logging correspondence received and ensuring appropriate action is taken to progress communications. Drafting correspondence. Supporting other Lambeth Palace staff to ensure correctly formatted letters are presented to the Archbishop for signature and returned in a timely fashion. Assisting in the preparation of the Archbishop’s Christmas cards, greetings cards and ad hoc mailings.
• General: Providing administrative support to the Head of the Private Office and to the team, including: Setting up meetings, booking rooms, organising catering, taking minutes. Preparing letters, briefings and papers, submitting expense forms. Filing and record keeping. Maintaining office supplies. The Private Office team works together to provide seamless support for the Archbishop. You will assist colleagues at peak times and provide cover during holidays, sick leave and as required. This will include, for example: Handling incoming enquiries, requests and correspondence, logging and progressing as appropriate. Commissioning and receiving briefs. Liaising with Met Police over Archbishop’s movements. Booking Archbishop’s travel and accommodation.

Above all, as Administrative Assistant you will need to be well organised, methodical and have the personal skills to deal with the diversity of demands, as well as having the flexibility to undertake any other duties as directed by the Head of Private Office, that are commensurate with the role, in order to support the Archbishop in her ministry. Out of hours work may be required occasionally and time off in lieu would be given.

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.

Qualifications:

• Essential: Personal effectiveness, able to initiate and maintain good and effective administrative procedures. Well organised, methodical with a keen eye for detail, and the ability to cope with conflicting priorities. Able to work collaboratively as part of a team. Ability to maintain a high degree of confidentiality and good judgement in dealing with a wide range of issues. Resourceful, able to remain calm under pressure and adapt quickly to changing plans. Proactive and able to use initiative. Innovative with the ability to identify and implement new ways of working.
• Communication: Excellent communication skills, both oral and written. Good interpersonal and diplomatic skills, with the ability to deal with people of all levels with confidence and respect. Able to establish and maintain excellent working relationships with colleagues. Demonstrates a warm, polite, helpful manner.
• Knowledge and experience: A strong sympathy with the Christian faith and the Church of England. An interest in the Archbishop of Canterbury’s ministry and their role in public, national and international life. Competent to produce well presented work demonstrating a high standard of literacy, numeracy, grammar and spelling. Excellent IT skills, proficient in Microsoft Windows and the Office Suite. Educated to A-level or equivalent qualifying experience.
• Desirable: Experience of working in a busy office environment. Knowledge of the Church of England. Proven ability to draft correspondence and briefing materials.