Team Administrator

We are seeking a friendly, organised and adaptable Team Administrator to provide efficient administrative and practical support to the Bishop of Dover’s Office. This varied role will help ensure the smooth running of office processes, clergy administration and the day-to-day liaison with a wide range of stakeholders across the Diocese and beyond. The Bishop of Dover’s office also provides executive support to the Archbishop of Canterbury when working or residing in Canterbury.

This is a full-time post however applications are welcome from people considering a job share, please reference this in your application and how many hours you are seeking.

This is a small, supportive team and the post holder will be required to undertake other duties as commensurate with the role. As any given day is varied and likely to produce a range of demands both foreseen and unforeseen; the post holder needs flexibility and initiative to respond appropriately as and when matters arise. 

Responsibilities

The post holder will oversee PTO applications, support clergy file maintenance, estate management, diary, events and hospitality. The main responsibilities are as follows:

• PTO administration - To act as the main point of contact for retired clergy holding or requesting the Bishop’s Permission to Officiate (PTO), providing support through the application process and to complete paperwork as required.
• Clergy file organisation - To maintain organised digital and paper files and records, placing hard copies in files and recording this. Manipulating data on excel, spotting inconsistencies and tracking progress to ensure accurate records.
• Diary Management - To assist the EA (Diary, Events, Media & Communications) with providing organised and responsive support for the Bishop of Dover’s diary and the diary of the Archbishop of Canterbury when required, including managing requests and appointments, arranging travel and meeting logistics, liaising with stakeholders, monitoring visit information, and support with preparing briefs and materials for meetings, events and speaking engagements.
• Old Palace support - To provide flexible support in the running of the Old Palace, to conduct property checks and react promptly to any issues, liaising confidently with contractors, estates and events teams.
• Governance - provide administrative support to aid the Bishop’s effective preparation for attending or chairing key governance boards and committees including accessing, printing and collating agenda and papers.  
• Event & Meeting Support - Provide flexible support in the organisation and administration of all Bishop of Dover events, Services & meetings including assisting with hospitality, registration processes and logistics, liaising with relevant Cathedral and diocesan teams as necessary.
• Clerical paperwork – To use a Contacts Management System to contact key customer groups, to monitor responses and follow up as necessary.
• General office support – Flexible support for wider office activities, including the monitoring and purchasing of office items.
• Hospitality and welcome - Assist with welcoming and hospitality for visitors to the Bishop’s office in line with the Bishop’s values and priorities.  
• Safeguarding and Safe Practice - Promote and model a culture of safe practice as part of your role within the Bishop’s office and contribute towards awareness raising and embedding safeguarding considerations into workplace practices and culture.

Qualifications

Administration
•    Organised and efficient, able to plan effectively to meet deadlines and delivery milestones.
•    Patience to understand, follow and explain detailed processes. 
•    Ability to adapt plans quickly in response to changing circumstances and to incorporate new learning into future planning.
•    Flexibility and initiative to respond appropriately as and when matters arise.

Digital Skills and process improvement
•    Good working knowledge of Microsoft Word, Outlook, Excel, Teams, SharePoint, the internet and networked systems, with confidence using IT to develop creative solutions.
•    Quick to learn how to use new technology and adapt to change.
•    Ability to design and implement new processes and systems to improve efficiency. 

Communication, interpersonal skills and stakeholder engagement
•    Good verbal and written communication skills, with an understanding of the importance of clear, timely and effective communication. 
•    Good interpersonal skills and confidence in engaging professionally with a wide range of internal and external stakeholders, including senior leaders. 
•    Good emotional intelligence and the ability to respond with sensitivity and pastoral awareness when required. 
•    Excellent ability to collaborate effectively and work well within a team.
•    Has a positive, can-do approach to dealing with problems or challenges.

Judgement, discretion and professionalism
•    Demonstrably confidential, discreet and diplomatic in handling sensitive information and situations.
•    Good judgement in managing urgent, complex and varied matters. 
•    Strong commitment to delivering consistently high quality work.

Context
•    To be a person in sympathy with the mission and ethos of the Christian Church, the Church of England, the Diocese of Canterbury and the vision and values of our church schools.