CHURCH MISSION SOCIETY
Job description
Post: PA to Director of International Mission & Team Administrator
Responsible to: Director of International Mission
Team: International Mission Team
Grade: D
Hours: 35 hours per week / full time
Introduction
CMS is a community of people in mission who want the world to know Jesus.
Our mission, that sets the agenda for all of our work, is to “raise people up to share
Jesus and to change lives.”
In all of this we will be governed by our four values; our commitment to be:
Pioneering, Evangelistic, Relational, and Faithful.
CMS was founded in 1799 by William Wilberforce and others including John
Newton. Since then, thanks to the generous and prayerful contributions of God’s
people, we have helped support over 10,000 CMS people in mission in Africa, Asia,
South America, Europe and the Middle East.
To find out more about the work of our community please visit: www.cms-uk.org
Job Context
The International Mission Team (IMT) works with our strategic partners in Asia,
Africa, South America, Europe, Middle East and North Africa (EMENA) in
evangelistic mission. CMS seeks to make disciples, resource leaders and transform
communities through the interchange of People in Mission, the exchange of
resources and the sharing of missiology.
Purpose of Job
We are looking for a proactive and organised dynamic person who can effectively
support the Director for International Mission and administer a talented diverse
team.
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Key Relationships
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The role will report to the Director of International Mission.
The International Mission Team consists of the IMT Director, the
Mission Director for South America, Regional Managers (3) for Africa,
Asia, and EMENA (Europe, the Middle East, and North Africa (EMENA)
as well as the respective Regional Personnel Officers (3) who are
managed by the Mission Personnel Manager.
The PA to Director of International Mission and Team Administrator will
be required to liaise with other teams and their administrators.
Key Responsibilities/or Tasks
1. Personal Assistance to the Director of International Mission includes:
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The improvement and maintenance of administrative systems and
processes within the team.
Proactive diary management on behalf of the director
The organisation of team meetings –agenda, minutes, action points
and follow up
Book flights, airport transfers and make Visa applications as necessary
Produce travel itineraries and ensure these are available to the
Duty Officer and form part of an existing Emergency Procedure.
Be the first point of contact for the International Mission Team
Check team member e-mails whilst they are travelling.
Ensuring effective record keeping and all paper filing, e-filing and
archiving.
Meet and greet visitors and provide hospitality to guests.
2. Support to the Team
To arrange meetings between the IMT and other teams in CMS to ensure effective
co-ordination of meetings and diaries and the smooth administration of the team,
including
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Maintenance of the Duty Officer Rota
Preparing for internal/external meetings – ensuring venues are booked,
made ready, agendas and necessary papers prepared and circulated in
good time
Make travel arrangements on behalf of the team and Mission Partners when
necessary and ensure travel procedures are followed
Check the Mission Partner Database on a weekly basis and establish who is
due for UK leave. Check dates with RPOs and send initial leave papers to
MPs coming on leave.
Keep track of Mission Partners arrival from and return overseas and
provide relevant forms for expenses incurred during the leave period.
Co-ordinate re-imbursement of expenses with the Finance Team via
the in house Finance system.
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Assist with arrangements for Staff Gatherings and Staff Training events
Administer the day-to-day business of the grants database using the in
house finance system, preparing reports, accounts, payments and
monitoring of grants and other materials as required
Maintain a paper and e-filing system for all the International Mission Team
per region
3. Other duties:
Undertaking any assignments, projects and representational work appropriate
to the role as agreed by Director of International Mission.
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PERSON SPECIFICATION
PA to Director of International Mission & Team Administrator
Essential
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Good Level of education
particularly Maths and
English
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At least 3 years
administrative experience
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Qualifications
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Experience
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Skills and Abilities
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Knowledge &
Understanding
Desirable
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Further
qualifications in
administration and
office management
Ability to Work with
sensitive
information
PA Experience
Data Entry
Cross cultural
experience
Excellent working
knowledge of Microsoft
Office programmes
MS Outlook diary
management
Excellent organising skills
and able to multi-task
Efficient administration
including time
management and
prioritisation
Fast, accurate keyboard
skills and excellent
attention to detail
Excellent literacy and
numeracy
Working with variety of
bespoke IT systems and
databases
Accurate minute taking
and action points
Friendly, clear and polite
telephone manner
Data Protection and
confidentiality
Knowledge of efficient
administrative procedures
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Work in charity
and/or faith-based
sector
Understanding of
budgets and how to
monitor them
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Disposition
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Other
Ability to use initiative,
work under pressure and
to work alone in the
absence of Directors/
Managers and Personnel
Officers
Team player
Excellent interpersonal
skills and the ability to
relate to a diversity of
people
A pro-active approach to
work
In sympathy with the
values and aims of CMS
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A broad knowledge
and understanding
of the overall
international
mission context
TERMS AND CONDITIONS
PA to Director of International Mission & Team Administrator
Conditions, including but not limited to, the below:
1. The appointment is subject to satisfactory references, a satisfactory
medical report and a probationary period of six months.
2. Salary: The post is within Grade D of the CMS salary scale, starting at
£23,355.00 per annum. Salaries are reviewed annually.
3. Expenses: Expenses incurred in connection with work in accordance
with the regulations in force will be paid.
4. Pension and Life Assurance Scheme: CMS offers a generous noncontributory personal pension scheme. CMS’s basic contribution is 10
per cent of the pensionable salary; in addition, CMS will match up to an
additional five per cent should an employee contribute up to five per
cent.
If an employee joins the pension scheme, he/she will also be enrolled
into the life insurance scheme which provides a death in service benefit
of four times the basic pay.
Those eligible for pension rights under the Clergy Pensions Measures
administered by the Church of England Pensions Board may continue to
qualify for those rights.
5. Work Base: This is an Oxford-based post and this will be your centre
for the purpose of claiming travelling expenses if appropriate.
6. Holiday Entitlement: Annual leave is 28 days (pro rata), of which up to
3.5 are to be taken between Christmas and New Year, plus statutory
bank holidays.
7. Notice: Two months’ written notice on either side is required for the
termination of the appointment after the probationary period.
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