Management Assistant to Diocesan Secretary - Governance and Information Management
PURPOSE
To support the Diocesan Secretary and to ensure the smooth running and effective organisation of key governance and information processes in the Diocese.
REPORTING TO
The Diocesan Secretary
Responsible for (Line Manager)
Business Support Assistant
Pastoral Secretary
KEY CONNECTIONS
The Diocesan Secretary, senior staff, bishops, archdeacons, committee chairs, diocesan registrar and members of the diocesan team.
PRINCIPAL ACCOUNTABILITIES
1. Under the direction of the Diocesan Secretary, to ensure that meetings are effective and properly recorded and meet the needs of the Diocesan Board of Finance and its sub-committees.
2. In consultation with the Diocesan Secretary, to manage all aspects of synodical governance including elections e.g. Diocesan Synod and Bishop’s Council. Manage correspondence concerning the business of the Diocesan Synod and its elections.
3. Ensure all appropriate actions are being worked through from action point lists.
4. Work with Data Analyst to actively manage annual data collection from parishes e.g. Stats for Mission, electoral roll, finance returns, energy footprint and Articles of Association.
5. Assist with managing and maintaining the Diocesan Risk Register.
6. Line manage the Business Support Assistant and oversee the work of the Pastoral Secretary.
DUTIES AND RESPONSIBILITIES
1. Overseeing and supporting the Business Support Assistant with administration for the Diocesan Secretary and Leadership Team, which includes:
o Arranging meetings and general diary management.
o Keeping the CMS system accurate and up to date.
o Maintain efficient electronic filing system.
o Day-to-day administrative tasks, including circulating minutes and agendas.
2. Assisting with the planning and delivery of diocesan governance, including:
o Ensuring Terms of Reference are updated and reviewed.
o Ensuring membership is appropriately reviewed and maintained, and where necessary, elections are carried out.
o Liaising with Chairs to set agenda, assisting with the preparation and circulation of agendas, papers and minutes.
o Taking minutes at such meetings as required.
o Booking meeting rooms and ensuring set up ready for the meeting.
o Maintaining attendance registers and apologies lists.
o Updating committee membership lists on the central database.
3. Assisting with oversight and maintenance of the DBF policies (as well as a number of diocesan wide policies), including:
o Updating and maintaining the master policy log.
o Ensuring all policies are reviewed by the relevant committee and at the right time.
o Manage version control on all policies.
o Ensuring relevant policies are accessible to all.
4. Assisting the Diocesan Secretary with the planning and delivery of the leadership and management team meetings, including:
o Recording actions from meetings.
o Assisting with the production of the agenda, collating items from members.
o Updating and maintaining the action plan(s).
5. In consultation with the Diocesan Secretary, carry out electoral registration duties and assist in the conduct of elections:
o Plan and manage the process of elections for General Synod.
o Plan and manage the process of elections for Diocesan Synod.
o Plan and manage the process of elections for Bishop’s Council and its sub-committees.
6. Support the maintenance of the Diocesan risk register:
o Identify and assess risks.
o Identify and own mitigations for risks.
o Communicate the risk register to the appropriate parts of the governance structure.
7. Be the main liaison between the diocesan staff and the independent GDPR adviser/Data Protection Officer.
8. Supervise the work of the Pastoral Secretary:
o Ensure good communication with stakeholders.
o Oversee meetings of the sub-committees.
DECISIONS:
The jobholder will:
* Prioritise work throughout the day.
* Set up and maintain effective systems of data management.
* Act with authority and confidentiality to prevent or minimise risks.
* Develop an understanding of Diocesan Governance and advise others on how this should function.
* Communicate confidently and clearly with senior staff and Clergy.
PERSON SPECIFICATION
Essential
* Good general level of education.
* Proven administration skills.
* Administration or business qualification.
Skills / Abilities / Aptitudes
* Experience in supporting formal committees or Boards.
* Effective verbal and written communication skills.
* A proactive approach to responsibilities.
* Ability to meet deadlines and prioritise tasks.
* IT skills and knowledge of Microsoft Office and online tools.
* Excellent administrative skills.
* Ability to handle sensitive and confidential information.
* Line Manager experience.
* Flexible approach to working.
Work-related Personal Qualities
* An understanding of Church or Diocesan Governance.
* Ability to think creatively and solve problems.
* Previous experience in a charitable environment.
* Willingness to learn new skills.
GENERAL INFORMATION
About Us
The Diocese of St Edmundsbury & Ipswich has 445 parishes in 112 benefices and serves approximately 660,000 people.
Terms and conditions – general information
* Salary: £37,000 to £39,000 per annum full time or pro rata.
* Pension provision: Membership of the Church of England Pensions Board Pension Builder 2014 Scheme.
* Hours of work: Minimum 30 hours per week up to 35 hours per week.
* Holidays: 25 days pro-rata paid leave plus Discretionary days.
* Probation Period: Six months.
* Notice period: During probation 2 weeks and thereafter 3 months.
* Place of work: Diocesan Office, St Nicholas Centre, Ipswich IP1 1UQ.
NOTES: The main duties and responsibilities of this new post are outlined in the job description. The list is not meant to be exhaustive and is likely to evolve.
For an informed conversation please contact: Gary Peverley 07879 634525
Application packs available from: Diocese of St Edmundsbury & Ipswich Website http://www.cofesuffolk.org//vacancies
Closing Date for Applications: 27th September 2024
Interview Date: 8th October 2024
Job Types: Full-time, Part-time, Permanent
Pay: £37,000.00-£39,000.00 per year
Expected hours: 30 – 35 per week
Benefits:
* Additional leave
* Company events
* Company pension
* Health & wellbeing programme
* Life insurance
* Sick pay
Schedule:
* Monday to Friday
* Weekend availability
Work Location: In person
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