Team Administrator

Overview

Team Administrator – Bishopthorpe Palace. Part-Time (21 hours). Closing Date: 17 July 2026. Please note: the Diocese of York is not the employer.

Job Description

The Team Administrator will provide a range of administrative and personal support to the Archbishop’s Chaplain and the wider team at Bishopthorpe Palace.

They will act as one of the main points of contact for visitors and callers and will work closely with the other Team Administrator to ensure duties are always covered.

All staff 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.

A basic DBS check is required for this role.

Responsibilities

• Support to the Archbishop’s

Chaplain: provide administrative support including: managing the Chaplain’s diary using Outlook (booking rooms and hospitality where appropriate); booking travel and hotel accommodation; taking minutes of meetings occasionally; preparing background information for Clergy Current Status Letters (CCSLs); assisting with printing materials for worship.

• Administration of clergy charity funds in liaison with the Archbishop’s Chaplain; liaising with Suffragan Bishops and Archdeacons in the allocation of these funds.
• Clergy retirement/resignation letters: in liaison with the Records and Correspondence Manager, ensuring resignations and retirement notifications are actioned.
• Provide general administrative support to the Chaplain and undertake other duties as required; support the Chaplain with administration of PTOs and other duties in the absence of the other Team Administrator.
• Assist with administration and organisation of events: Consecrations and Confirmation of Elections; Provincial Visits; Annual Northern Church Leaders’ Retreat; Diocese of York Clergy Quiet Days; Diocesan Clergy Conference; Ordinations of deacons.
• Reception duties (shared with the other Team Administrator): answer incoming calls on the main Palace phone; take messages and transfer as needed; operate video-entry phones; greet visitors, assist disabled visitors, issue visitor badges, and alert staff of arrivals.
• Fulfilling general receptionist duties: keep reception area tidy, ensure publications are relevant and up-to-date, organise visitor refreshments, arrange taxis as required; ensure reception/telephone cover when away from the front desk.
• Oversee office stationery supplies; negotiate with suppliers and order goods.
• Franking/preparation of outgoing post, including non-standard postal services paperwork; ensure post is taken to the post office each evening before closing deadlines.
• Prepare and circulate a staff weekly whereabouts sheet; maintain and update staff signing-in boards.
• General administrative duties (shared with the other Team Administrator): process incoming post; assist in administration of central office emails; filter messages and forward those requiring action; produce standard letters as directed; book travel/hotels for Archbishop of York’s team as required.

About You

Essential Knowledge/Experience

• Proven ability to manage diaries, correspondence and papers for a manager, with the ability to find creative solutions.
• Experience dealing with a wide range of people at senior levels; experience in a high-pressure environment; experience organising meetings and/or events.
• Evidence of handling confidential and sensitive material.
• Excellent knowledge of IT and experience using the Microsoft Office 365 suite (Outlook, Word, Excel, Teams); confident with mail-merge and networked systems; ability to use IT creatively.
• Excellent verbal and written communication skills; ability to draft high-quality, accurate correspondence and minutes as required.
• Excellent interpersonal skills, able to handle difficult conversations calmly and discreetly.
• Highly confidential, discreet and diplomatic; ability to work in a confidential environment and handle sensitive documents.
• Forward-thinking with effective planning skills; ability to organise diaries and meetings; ability to collect and collate information and understand data protection requirements.
• Highly focused, organised and methodical; able to cope with conflicting priorities and deadlines; flexibility to adapt plans quickly as required; ability to create and implement new processes to improve efficiency; strong teamwork skills.

Desirable

• Knowledge of and empathy with the Church of England and its structure; understanding of the work of the Archbishop’s ministry and church structures; good working knowledge of Share Point (training provided).

About Us

We are the National Church Institutions (NCIs), a diverse range of teams and roles supporting the Church of England.

Our Belonging and Inclusion Strategy aims for everyone to feel they belong and are valued.

We strive for Excellence, show Compassion, Respect others, Collaborate, and Act with Integrity.

We welcome applications from all backgrounds and faiths, including those with no faith.

Use of AI in your application: you may use AI to structure your thoughts, but do not use AI to fabricate information or write your application for you.

Copying AI-generated content may reduce your chances of success.

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