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- Tasks: Support the Dean and Sub-Dean with diary management, correspondence, and event planning.
- Company: Join the vibrant community at Southwark Cathedral, rich in history and culture.
- Benefits: Gain valuable experience in a supportive environment with opportunities for personal growth.
- Why this job: Be part of a meaningful mission while developing your administrative skills.
- Qualifications: Strong communication skills and experience in office environments are essential.
- Other info: Enjoy a dynamic workplace with a focus on teamwork and community engagement.
The predicted salary is between 30000 - 42000 ÂŁ per year.
Southwark Cathedral has been a place of Christian worship for over 1400 years. Now it stands on the vibrant and exciting regenerated south bank of the Thames surrounded by cultural venues such as Tate Modern, Shakespeare’s Globe and Borough Market, the offices of major companies as well as schools and diverse residential communities. It is an inclusive Christian community that offers a welcome to all.
This is a key role at Southwark Cathedral supporting the Dean and the Sub-Dean. This secretarial role will primarily feature management of a busy personal diary, correspondence and broader administrative support for the Dean in his capacity as Dean of Southwark, Chair of Chapter and CEO of the Cathedral.
Main Duties and Responsibilities
- For the Dean
- Manage the Dean’s diary: including making appointments, arranging meetings, scheduling preaching and other liturgical arrangements, programming annual schedules (such as Bishops Staff Meetings, chaplaincy and wider public commitments) - keeping Outlook diaries up to date with any changes and making travel arrangements.
- Prepare the Dean’s weekly diary file, including the preparation of any meeting papers or briefs for the week ahead.
- Provide administrative support for the Dean in relation to their attendance at meetings associated with the governance of the Cathedral, including Chapter, Finance Committee, Fabric Advisory Committee and Board of Enterprises.
- Draft, file and send outgoing correspondence on the Dean’s behalf and process incoming correspondence.
- Support the Dean in all their working relationships including building and maintaining excellent relationships with Chapter Members and Committee Members, the Bishop’s staff and with the wider Diocese, as well as with congregation members, neighbours, commercial partners, professional advisers and other third-party organisations relating to the Dean’s work.
- Set up meetings including room set up and refreshment provision as required.
- Assist the Dean with the processing of their expenses.
- Work with the Governance & Committees Manager on Gifts Registry declarations for the Dean.
- Provide administrative support to bodies the Dean chairs, Southwark Cathedral Development Trust, the Deans Fund and other Cathedral-associated bodies.
- Update the Cathedral database in support of the Dean’s work.
- Provide administrative and practical support for Dean’s events lectures, receptions and breakfasts with local stakeholders.
- Supporting the Sub-Dean with diary management: making appointments, arranging meetings, and scheduling preaching and other liturgical arrangements.
- Assist with inducting new parishioners: management of database, organising Welcome Evenings etc.
- Assist with administration relating to the Cathedral’s schools: preparing the liturgical rota, filing and distribution of school clergy admissions forms.
- Other administrative support on an as needed basis.
- Ordering stationery, office equipment and consumables in line with the Cathedral’s approach to sustainability and ethical buying.
- Ensuring the Cathedral’s printing and franking equipment is kept fully functional, and liaising with our contractors when issues arise.
- Ensuring that the staff keep offices, reception area, print room, stationery area, staff kitchen and facilities clean, tidy and supplied.
- Co-ordinating Staff Meetings, including booking suitable space and organising refreshments for the meeting.
- Organising staff social events, outings and meals.
- Providing administrative support on Cathedral projects as and when they arise.
- Ensuring the Cathedral’s First-Aid kits are kept supplied and in date.
- Provide general administrative assistance in the context of a busy office.
- Support other teams on an ad hoc basis when required.
- Promote the mission, purpose and values of the Cathedral.
- Ensure that the highest standards of professional performance are maintained & ensure professional skills are regularly updated through participation in training and development activities.
Person Specification
- Skills & Aptitudes
- Excellent verbal communication skills, including a friendly & efficient phone manner (E)
- Excellent interpersonal skills and an ability to communicate with a wide range of stakeholders (E)
- Able to maintain confidentiality at all times (E)
- Strong writing skills (E)
- Able to manage the formal processes of meetings in a proactive way (E)
- Proficient with MS Office, including Outlook, Word, Excel & PowerPoint (E)
- Well organised, with good prioritisation skills (E)
- Organised approach to physical and digital filing, naming & storing of documents (E)
- Able to take ownership of tasks & complete them with minimal supervision (E)
- Able to draft agendas and papers from an outline brief (D)
- Experience of working in an office environment (E)
- Experience of working with virtual-meeting platforms such as Zoom & MS Teams (E)
- Experience of working with and administering databases, summarising information in an easy-to-understand format (E)
- Experience of diary management (E)
- Understanding of the Church of England, its structures and liturgy (D)
- Experience of minute-taking and producing summaries of outcomes and actions resulting from meetings (D)
- Highly organised, able to work to deadlines (E)
- Proactive problem solver (E)
- Flexible and cooperative team player (E)
- Self-motivated (E)
- Demonstrates sympathy for the vision, mission & values of Southwark Cathedral (E)
PA to the Dean and Office Administrator in London employer: The Church of England
Contact Detail:
The Church of England Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land PA to the Dean and Office Administrator in London
✨Tip Number 1
Network like a pro! Reach out to people in your field, especially those connected to Southwark Cathedral. Attend events, engage on social media, and don’t be shy about asking for informational interviews. You never know who might have the inside scoop on job openings!
✨Tip Number 2
Prepare for interviews by researching the Cathedral’s mission and values. Understand their community role and think about how your skills can support their goals. Tailor your responses to show you’re not just a fit for the role, but also for their culture.
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family. Focus on articulating your experience in diary management and administrative support clearly. The more comfortable you are, the better you’ll perform when it counts.
✨Tip Number 4
Don’t forget to follow up after interviews! A simple thank-you email can go a long way. It shows your appreciation and keeps you fresh in their minds. Plus, it’s a great chance to reiterate your enthusiasm for the role!
We think you need these skills to ace PA to the Dean and Office Administrator in London
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your application to highlight how your skills and experiences align with the role of PA to the Dean. We want to see how you can support the Dean and Sub-Dean effectively, so don’t hold back on showcasing relevant examples!
Show Off Your Writing Skills: Since strong writing skills are essential for this role, take the time to craft a clear and concise cover letter. We’re looking for someone who can communicate well, so let your personality shine through while keeping it professional.
Be Organised: Demonstrate your organisational skills in your application. Use bullet points or headings to make your CV easy to read. We love a well-structured application that reflects your ability to manage tasks efficiently, just like you would in the role!
Apply Through Our Website: Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it shows you’re keen to be part of our community at Southwark Cathedral!
How to prepare for a job interview at The Church of England
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the job description. Familiarise yourself with the key responsibilities, especially around diary management and administrative support for the Dean and Sub-Dean. This will help you demonstrate how your skills align with their needs.
✨Showcase Your Communication Skills
Given the importance of excellent verbal and written communication in this role, prepare examples that highlight your interpersonal skills. Think about times when you've effectively communicated with diverse stakeholders or managed correspondence efficiently.
✨Be Ready to Discuss Organisation Techniques
As a PA, being organised is crucial. Be prepared to discuss your methods for managing multiple tasks and prioritising effectively. You might want to share specific tools or systems you use to keep everything on track, especially with diary management and meeting preparations.
✨Demonstrate Your Understanding of the Cathedral's Values
Research Southwark Cathedral’s mission and values. During the interview, express how your personal values align with theirs. Showing genuine interest in their community and understanding their role within it can set you apart from other candidates.
