The Ely Diocesan Board of Finance (EDBF) seeks an Executive Assistant to support the Diocesan Secretary in all administrative areas.
Role Description
1. To support the administrative and operational functions of the Diocesan Office
2. Point of contact for Diocesan Secretary
3. To manage the Diocesan Secretary’s office, ensuring efficiency and the full range of secretarial and support services including Diocesan Secretary’s diary management, correspondence and administration; to arrange meetings, coordinate and preparation of meeting agenda and papers
4. To liaise with Bishops’ and Archdeacons’ offices, and with Ely Cathedral
5. To support the work of the Diocesan Synod, its Boards and Committees attending agenda planning meetings as required, booking venues for face to face meetings, event management, hospitality.
6. To manage the administration of Synodical elections, membership and committees – organising meetings, preparation and distribution of paperwork
7. To act as Clerk for Diocesan Synod and Bishop’s Council, plus sensitive and confidential meetings – preparation of agenda and papers, distribution and production of minutes
8. Line management of Administrative Assistant and Database Officer (team meetings, annual appraisals, performance reviews, day to day oversight of roles)
9. To analyse data, research for and prepare reports
10. To work closely with Diocesan HR consultants
11. To work closely with Diocesan GDPR consultants
12. To organise and administer all-staff events (Zooms, training, social)
13. To maintain confidential staff records on BrightHR (electronic staff management system)
14. To coordinate staff appraisals (annual and bi-annual)
15. To organise staff induction process for new staff members
16. To prepare the Annual Calendar of Meetings, liaising with Bishop of Ely’s office, Heads of Department and other staff
17. Maintaining public relations with key stakeholders, internal and external.
General Responsibilities
18. Required to undertake other duties and responsibilities commensurate with the level and scope of the post. This job description may be amended to meet the changing needs of the Diocese following appropriate consultation
Skills and Experience
Essential
19. Several years of relevant senior administrative/secretarial experience
20. Ability to manage a complex workload with minimal supervision; multi-tasker with a “can do” approach
21. Ability to take initiative
22. A pro-active approach to problem solving
23. Ability to build and maintain relationships at all levels, internally and externally
24. Experience of handling strictly confidential information; discretion and sensitivity essential
25. Excellent interpersonal skills and the ability to deal with people at all levels
26. Advanced knowledge of and competency with Microsoft Office, electronic meetings (Zoom and Microsoft Teams)
27. Excellent planning and organising skills
28. Excellent verbal and written communication skills
29. Strong literacy and numeracy skills
30. Organised and methodical
31. Punctuality and reliability essential
32. Accuracy and attention to detail
33. Calm and professional disposition
34. Willing to accept responsibility and be front facing
35. Clean driving licence and access to own transport
Desirable
36. Experience in supporting and administering governing bodies
37. An understanding of, and an appreciation for, the Christian ethos and values
38. An understanding of the life and work of the Church of England
39. Degree or education beyond A levels or equivalent
40. Creative thinking and problem solving skills
Terms and Conditions
41. Salary: £32,000 (dependent on experience, negotiable for an exceptional candidate).
42. Working hours: full-time (35 hours per week), within a standard 9am-5pm, Monday-Friday. There will be occasional evening and weekend work when supporting Board and Committee meetings as necessary, with time offered off in-lieu.
43. Pension: Membership of The Church Workers Pension Fund (non-contributory)
44. Employer: Ely Diocesan Board of Finance (EDBF).
45. Location: Office based in the Ely area, with flexibility for some home working.
Application Process and