JOB DESCRIPTION
JOB TITLE: Administrator/Secretary (Part-time)
IMMEDIATE MANAGER: The Archdeacon of Buckingham
1. JOB PURPOSE
To provide a confidential administrative and secretarial services for the Archdeacon of Buckingham who is responsible for the Church of England clergy and parishes in
Buckinghamshire and Slough .
The Archdeacon works closely with the Area Bishop of Buckingham and is a member of the Senior staff team of the Diocese of Oxford
2. PRINCIPAL ACCOUNTABILITIES the following duties:

to type letters, prepare papers, agenda and provide spreadsheets
 to operate “bring forward” system

to ensure the weekly diary sheet is up-to-date and forwarded to
% of time
To provide administrative and secretarial services to the Archdeacon, incorporating
15% appropriate people

to process general correspondence and papers for appropriate committees to enable the Archdeacon to deal with her daily work in a timely and efficient manner

to offer hospitality for meetings and visitors to the office

to deal with correspondence, incoming telephone call and, emails on behalf of the Archdeacon as requested.

to deal with the A rchdeacon’s correspondence and emails when she is away from the office and sort as appropriate

to liaise with Area Deans and Lay Chairs on a regular basis.
15%

to administer the process for visitations, temporary licences, clergy appointments, Common Tenure and Ministry Development Review in liaison with the Archdeacon

to maintain both electronic and paper systems in the office to ensure that returns and reports are submitted accurately and on time and the office runs smoothly, this includes the visitation material, faculties, quinquennials, and parish visits.

to oversee the smooth running of the office dealing with stationery supplies, and liaising with Diocesan Church House in Oxford.

to administer the clergy movement forms, churchwardens information and maintain electronic and paper filing systems and databases in liaison with the Bishop of Buckingham’s office and the clergy HR department.
25%
25%
20%

3. DIMENSIONS

to deal with telephone and e-mail enquiries and refer to the Archdeacon as appropriate

administrative responsibility for maintaining the database that is required for tracking ministerial reviews , clergy terms of service and churchwarden records

to manage the day to day activities in the Archdeacon’s office, developing systems as appropriate.
 to liaise with the Area Bishop’s office and Diocesan Church House as appropriate

to administer a timely process for dealing with clergy vacancies and clergy arrivals and departures

to maintain all paper and electronic filing systems for the Archdeacon’s office and maintain records on the central server.
4. PLANNING & ORGANISATION

to deal with incoming mail, general office emails and outgoing post as appropriate

to plan with the Archdeacon the appropriate letters for typing, the preparation, collation and distribution of agendas and minutes. The job holder will also ensure that an appropriate “bring forward” system operates to ensure that all matters are dealt with in a timely manner.

to deal with all contacts and office matters in a sensitive, helpful and friendly manner, ensuring that queries are responded to appropriately, effectively and efficiently.

to maintain all files, including computer records and reports to ensure accurate and up to date information is held

to annually service the Visitations where churchwardens are admitted and the collection and recording of the articles of enquiry (Attendance at four evening meetings during May is required for this)

to deal with IT issues as they arise and take appropriate action
5. DECISIONS

in consultation with the Archdeacon, to prioritise the office workload according to relative urgency

to respond to general telephone calls and e-mails, making appropriate decisions with regard to action required.


to maintain records (electronic and manual) in the office.

to ensure the office supplies and orders are appropriately dealt with and that the office is adequately stocked
6. CONTACT WITH OTHERS
Bishops and support staff
Archdeacons and support staff
The Area Deans and Lay Chairs
Clergy
Churchwardens and parish officers
Diocesan Church House staff (in Oxford)
Diocesan Registry
Lay members of the Diocese
Members of the public
IT department
7. KNOWLEDGE, SKILLS and EXPERIENCE

Excellent secretarial and administrative skills and the ability to work accurately and with attention to detail

Good IT skills, including the use of Microsoft Word, Excel, PowerPoint and
Outlook

Excellent interpersonal and communication skills, both verbal and written, including the ability to relate to members of the public

Ability to work confidentially and to exercise discretion

Ability to maintain good and effective administrative procedures, involving both clergy and volunteers, taking the initiative when appropriate

Attention to detail in all areas of work

Flexible, able to respond to changing priorities and deal with a variety of tasks as need arises

Understanding of and sympathy for the work of the Church of England is needed

A working knowledge of the Church of England at parish and diocesan levels would be advantageous
GENERAL INFORMATION
The Archdeacon ’s office is situated at her home, it is important therefore to maintain the appropriate boundaries with the Archdeacon
’s private life and home.
The office is busy, however there will be significant periods of time during the working week when the post holder will be working alone.
Salary The post is at Senior Personal Secretary level, £21,860 to £24,832 per annum pro rata to hours worked
Pension provision
Membership of the Church of England Pensions Board Defined
Contribution Scheme
Hours of work 28 per week, ideally Monday to Friday
Holidays Equivalent to 22 days paid leave in the first year rising to 25 days thereafter.
In addition to the usual public holidays, Ascension Day, Maundy
Thursday and Christmas Eve
Probation period
Three months, during which time progress is regularly reviewed and the period may be extended.
Notice period During probation, 1 week and thereafter 1 month from either side.