Senior Personal Assistant to the Bishop

The Bishop of Sheffield is seeking to appoint a new Senior Personal Assistant. This is a high-profile and pivotal appointment, providing an exciting opportunity to work closely with the Bishop at the heart of the Diocese of Sheffield. We are looking for a dynamic, highly organised and proactive individual who thrives in a fast-paced environment, can manage competing priorities and work confidently with initiative and discretion. The role is predominantly office-based, with flexibility to work remotely at times, and is based in a friendly and busy office in a pleasant and beautiful environment. It requires someone who can work effectively and independently while being a collaborative and valued member of the wider Bishop's team.

This is a significant and high-profile appointment, and we are looking for someone who will become a trusted member of a dedicated team based at Bishopscroft. The role is exceptionally varied, busy and demanding and immensely rewarding, providing support across every aspect of the Bishop's ministry - from diocesan leadership and parish life to national Church responsibilities, civic engagements and his work in the House of Lords.

The successful candidate will be someone who thrives in a high-volume, fast-paced environment where priorities can change quickly. You will be highly organised, able to exercise sound judgement and manage complex competing priorities with good humour and grace. You will need to be an excellent communicator, comfortable dealing with people from all walks of life, and able to handle sensitive and confidential matters with discretion.

Although much of the role is practical and administrative, its purpose is much broader. By ensuring that the Bishop's office runs smoothly and efficiently, you will play an important part in supporting his ministry and the mission of the Diocese of Sheffield to flourish and grow.

Whether you are already familiar with the life of the Church of England or are bringing valuable experience from another sector, if you believe your skills and experience match what we are looking for, we would be delighted to hear from you. A sympathy for the Christian Faith is essential.

1. PROVIDING EFFICIENT PA SUPPORT TO THE BISHOP OF SHEFFIELD
Advanced planning and management of the Bishop's diary
Organising all appointments and providing practical briefings about the arrangements made for all visits and meetings
Preparing the Bishop's papers for all meetings and maintaining an efficient system for tracking papers
Planning and organising the Bishop's travel arrangements in the UK and abroad
Dealing promptly with all incoming correspondence and drafting replies
Receiving and dealing with all emails in the PA's inbox and that of the Bishop
Opening and allocating incoming post and dealing with letters where appropriate
Handling a wide range of telephone enquiries with confidence, diplomacy, and tact - answering questions directly or passing them on to the Bishop or Chaplain or other appropriate source of information

2. GENERAL OVERSIGHT AND RUNNING OF THE BISHOP'S OFFICE
Welcoming all visitors and arranging catering as necessary
Ensuring that the office is kept tidy and all necessary equipment is purchased and maintained
Daily filing and overseeing the management of all paper and computerised filing systems
Organising the archiving of papers as appropriate
Ensuring that the office database is kept up to date
To be present at some meetings and at the Bishop's direction to take notes
Delegation of work to the Administrative Assistant

3. FINANCE
Managing a budget in excess of £100K and dealing with all day to day financial matters including the bishop's expenses
Managing the day to day running of all bank accounts held by the bishop in his corporate capacity
Transferring money, making payments and keeping records as required
Administering the Bishop's Official Expenses account
Administering the Bishop's Discretionary account
Applying for grants from various funds, including the Lady Hastings Charity, by preparing applications, organising and recording all monies received and providing reports to the charities on how the monies was used
With the advice of the Bishop and his Senior Staff, allocating holiday grants and making appropriate payments

4. MANAGEMENT OF BISHOPSCROFT
Payment of all household bills including regular review of utility providers
Liaison with Church Commissioners' Agent concerning all upkeep and repairs
Making arrangements for convenient appointments for servicing and any work required
Organising the purchase and installation of items for the Bishop's House on behalf of Bishoprics
Liaising with the IT support advisors and organising IT provision at the office
Maintaining the house inventory

5. HOSPITALITY
Planning and organising catering for a range of social events each year, including the termly civic dinners and evening suppers
Managing arrangements for the biennial Bishop's Garden Party
Coordinating a week of Summer Term evening receptions (held in alternate years to the Bishop's Garden Party)
Venue management and liaison

6. SUPPORTING THE WORK OF THE DIOCESE
Organising the recruitment process for all senior appointments in the Diocese, including the advertising of posts and the logistics of all meetings and interviews
Distributing information and organising arrangements for Deanery Days across the Diocese
Working with the Bishop's Chaplain to agree and confirm dates for confirmations
Supporting the Bishop's Chaplain with the clergy ministerial development review (MDR) process, including maintaining the database and collating and filing completed reviews on a two-year cycle.
Supporting the Bishop's Chaplain in managing enquiries and maintaining up-to-date records of those holding the Bishop's Permission to Officiate (PtO).
Confirming with the appropriate church leader, lay or ordained, the purpose of each parish visit; making all practical arrangements and briefing the Bishop beforehand

7. CIVIC VISITS
Planning and organising a programme of visits to individuals, institutions, workplaces and events across the region with a focus on extending the reach and mission of the Church
Responding to all invitations for the Bishop to attend civic events and meetings outside the Church

8. NATIONAL CHURCH
Collating all papers and making the logistical arrangements for the Bishop's work related to General Synod, the House of Bishops, College of Bishops, the Archbishops' Council and any other national and regional meetings
Managing the Bishop's Church Commissioner Trustee commitments, including maintaining the diary, preparing meeting papers and ensuring all relevant documentation is available in advance of meetings
Engagement with the PA network and key members of the NCI staff

9. HOUSE OF LORDS
Liaising closely with the Bishop's Parliamentary and Policy Researcher on the Bishop's schedule in the House of Lords
Assisting with papers relating to the Bishop's role in the House of Lords
Processing the Bishop's monthly HOL expense claim

10. ORGREAVE INQUIRY
Liaising closely with the Orgreave Inquiry Secretariat to coordinate the Bishop's involvement, including managing meeting requests and maintaining the diary
Completing the Bishop's monthly fees timesheet and expense proforma

11. LINE MANAGEMENT and Development of the Administrative Assistant

Carrying out other duties as and when required

Qualifications / Education / Experience
Educated to degree standard or with relevant secretarial qualifications and equivalent work experience
Previous PA and administrative experience reporting to a senior manager
Finance processing and accounts management
Must be able to handle confidential information
Experienced in dealing with people at all levels
Ability to prioritise effectively

Knowledge, Skills, Attributes
In sympathy with the vision, aims and objectives of the Church of England and the Diocese of Sheffield
The ability to understand and apply the priorities of the Bishop's ministry when allocating diary appointments
Well presented work with a meticulous eye for detail
Ability to show initiative and work with minimal or no supervision
Excellent communication skills both oral and written, including a competent and friendly telephone manner
Good interpersonal and diplomatic skills with the ability to deal with people from all walks of life with courtesy and on occasion appropriate firmness
Ability to maintain a high degree of confidentiality and handle sensitive issues with discretion
Well organised, methodical and the ability to manage competing priorities
Ability to work calmly under pressure and meet deadlines
Ability to work independently and as a member of a team and the wider household
Competent in the use of Microsoft Office including Word, Excel and PowerPoint
Proficient in the use of databases and CRM systems for maintaining accurate records, managing contacts, and producing reports
Excellent word processing skills from manuscript and audio
Good literacy and numeracy skills

DESIRABLE REQUIREMENTS

Detailed knowledge of the Church of England, its structures and practices
Understanding and interest in the Bishop of Sheffield's ministry