Executive Assistant and Office Manager in Fareham

Based in Bishopsgrove Fareham, this role works closely with the Bishop of Portsmouth, Dr. Jonathan Frost, and his team. It involves managing the Bishop’s schedule, handling sensitive information, and ensuring a professional office environment. The role supports the Bishop’s educational and ecclesiastical responsibilities, including clergy appointments and special services.

Responsibilities

• Safeguarding – Promote a positive safeguarding culture, attend training, handle confidential information, and obtain a DBS check. Assess content for safeguarding needs and identify appropriate actions for pastoral situations. Manage highly sensitive and challenging information, including personal files and safeguarding concerns.
• Diary and Meeting Management – Shape the Bishop’s diary, balance strategic, pastoral, civic, and national church commitments, and prepare meeting papers. Arrange travel, accommodation, and meals; liaise with diocesan and cathedral colleagues to book services and collate agendas. Act as secretary for Bishop’s Staff Team meetings and other meetings, preparing agendas, taking minutes, and producing follow‑up documents.
• Advice, Support & Signposting – Respond to calls, emails, and enquiries in a suitable timescale, draft responses, and manage a public‑facing inbox. Oversee data protection and compliance with the Data Protection Act, including subject‑access requests. Supervise clergy appointments, issuing offer letters, DBS checks, safeguarding steps, licences, and personnel files. Coordinate special services (confirmation, ordination, Chrism Eucharist), manage logistics, licensing, purchases, and correspondence. Act as Office Manager, ensuring smooth office operation, managing HR procedures, improving systems, and liaising with the Church Commissioners and support staff. Oversee financial tasks to maintain checks and balances. Provide reception and hospitality services, support event coordination, and manage out‑of‑hours work with time‑off in lieu. Ensure all contact with the Bishop’s office is handled in a timely, courteous, and efficient manner. Undertake any other duties as instructed by the Bishop and appointed officials.

Qualifications and Experience

• Educated to degree level.
• Experience providing executive‑level assistance to senior officials or executives.
• Track record in office management and planning, meeting deadlines, and delivering briefing material.
• High level of administrative and organisational ability, including document management and full Microsoft Office suite proficiency.
• Excellent communication skills, capable of relating to a wide range of stakeholders, both within and beyond the Church of England.
• Experience of minute‑taking and drafting correspondence.
• Strong problem‑solving, analytical skills, and sound judgement.

Skills, Competences and Abilities

• Excellent written and verbal communication, with accurate English.
• Strong administration, diary management, and minute‑taking skills.
• Proficient with Microsoft 365, OneDrive, and SharePoint.
• Leadership in administrative processes, initiative, and minimal supervision.
• Diplomacy, discretion, and confidentiality.
• Ability to build working relationships across the Diocese of Portsmouth.

Personal Attributes

• Warmth, efficiency, emotional and intellectual intelligence.
• Patience, resilience, flexibility, and ability to work under pressure.
• Excellent organisational skills and attention to detail.
• Adaptability to the Bishop’s preferences and requirements.
• Commitment to the ministry and mission of the Church of England.
• A sense of humour.

Other Requirements

• Supports the Church of England national and diocesan vision and strategy.
• Right to work in the UK.
• Flexible approach to working hours, including occasional evenings and weekends.

Desirable

• Full driving licence.
• Knowledge of HR procedures.
• Financial management or bookkeeping skills.
• Understanding and interest in the Bishop of Portsmouth’s ministry.