Administrative Assistant to the Bishop of Sheffield

Job content

Administrative Assistant to the Bishop of Sheffield
Posted 10 hours ago
Expires in 20 days

Bishopscroft, Snaithing Lane, Sheffield

Employee

£17,607 (pro rata)

The Bishop of Sheffield exercises the primary apostolic ministry for the Diocese of Sheffield, leading in mission, presiding over its sacramental life, offering Bible teaching and pastoral care. Bishop Pete seeks to live out his calling prayerfully, joyfully and collaboratively, looking to God to renew, release and rejuvenate the Diocese of Sheffield by 2025. The staff at Bishopscroft play a significant role in the fulfilment of this vision.

The Bishop of Sheffield is looking for a professional and experienced Administrative Assistant, to assist the Bishop’s Senior PA and Bishop’s Chaplain with the efficient operations in the office at Bishopscroft.
The successful applicant will have excellent administrative and interpersonal skills, a calm and positive approach and the ability to handle confidential information appropriately. An understanding and interest in the Bishop of Sheffield’s ministry would also be desirable.

• Please find the Job Description for this post attached below.

For an informal chat, please contact: Wendy Whitfield, Senior PA to Bishop of Sheffield at pa@bishopofsheffield.org.uk
This post is offered on a fixed term contract expected to last for 1 year, working 7 hours per week (ideally over two days) with some flexibility required.
The salary of £17,607 will be prorated for the hours worked.
Interviews will be held on Wednesday 21 July 2021.

The Role

• Assisting the Bishop’s Senior PA and Bishop’s Chaplain to provide efficient operations in the office
• Handling telephone calls with confidence, diplomacy and tact and ensuring all callers are directed to relevant personnel
• Audio and copy typing letters, sermons, speeches, reports and other materials for the Bishop and the Bishop’s Chaplain to meet agreed deadlines and standards of accuracy and presentation
• Photocopying and scanning documents as required by the Bishop or other members of the team
• Providing hospitality to Visitors and dealing with enquiries
• Filing and keeping the office systems up to date, archiving as appropriate
• Ensuring all clergy filing (‘blue files’) and Parish filing is up-to-date
• Ensuring the inventory of files is kept up-to-date
• Sending and receiving emails using Microsoft Outlook and the databases File Maker Pro and The Church of England Portal System
• Providing administrative support to the Bishop’s Chaplain
• Replying to correspondence as requested/delegated, or as dictated/drafted
• Handling incoming and outgoing mail to ensure correct and timely distribution and dispatch
• Organising travel arrangements for the Bishop as requested by the Bishop’s Senior PA
• Sending out invitations and mailings for clergy conferences, deanery evenings and other circulations as requested
• Sourcing and ordering the Christmas card in liaison with the Bishop, updating the Christmas card list, timely production of labels and posting
• Monitoring stationery and other supplies and re-ordering as necessary
• Providing administrative support to the Bishop’s wife as and when required
• Standing in for the Bishop’s Senior PA as required
• Assisting with shopping and simple hospitality (in office hours)
• Supporting with social events each year, ie Bishop’s Garden Party
• Completion of the house inventory
• Carrying out other duties as and when required

The Requirements

• Be confident in use of Microsoft office including Word, Excel and PowerPoint
• Have a working knowledge of Microsoft Access with evidence of previous experience of maintaining a database within an office environment
• Have excellent word processing skills from manuscript and audio
• Have good numeracy skills
• Deliver well-presented work with a meticulous eye for detail
• Have an ability to show initiative and work with minimal or no supervision
• Have excellent communication skills both oral and written, including a competent and friendly telephone manner
• Have good interpersonal skills with the ability to deal with people from all walks of life with courtesy
• Have a cheerful approach to enquirers, guests and colleagues
• Have an ability to maintain a high degree of confidentiality and handle sensitive issues with discretion
• Be well organised, methodical and have the ability to manage competing priorities
• Have an ability to work calmly under pressure and meet deadlines
• Have an ability to work independently and as a member of a team
• Have an ability to respond to changing demands and last minute requests
• Demonstrate a willingness to learn new skills and develop new areas of knowledge
• Attend training courses as appropriate
• Be flexible in working outside normal office hours, to cope with seasonal peaks of workload when necessary (which would normally be compensated by time off in lieu)
• Be flexible, recognising that each day could look very different as the Bishop’s Office deals with a wide variety of tasks, issues and people

The Diocese of Sheffield was formed in 1914 and is in the Northern Province of York. It has a population of approximately 1.4 million people, 86 stipendiary incumbents, 59 Mission Areas and 216 churches. There are also a number of ordained chaplains working across hospitals, prisons, sports and police sectors. It spreads over Sheffield, Rotherham and Doncaster and the subsidiary towns and villages of those areas, covering most of South Yorkshire (approximately half of Barnsley) and small parts of North Yorkshire, the East Riding and North Lincolnshire. It is separated into two Archdeaconries: Sheffield and Rotherham; and Doncaster.
For further information about the Diocese see: www.sheffield.anglican.org

Job Type: Contract

Salary: £17,607.00 per year