Personal Assistant & Office Administrator

Recruiter
CHURCH OF ENGLAND 1
Location
London (Greater)
Posted
11 Jan 2018
Closes
11 Feb 2018
Sector
Charity
Contract Type
Permanent
Hours
Full Time

Summary

As Personal Assistant and Office Administrator, you will provide administrative support to the Director of Communications and Head of Media Relations, assisting in a wide range of tasks including media monitoring, maintaining good relationships with journalists and hosting media events at Lambeth Palace.

Based at Lambeth Palace, this is an exciting opportunity to join a central team that supports the ministry of the Archbishop of Canterbury. This role will provide essential administrative support and coordination to ensure the smooth and efficient operation of the Communications Team.

Lambeth Palace is the London home of the Archbishop of Canterbury, his family and two religious communities. It is the centre of his ministry, worship and hospitality, and it is where his personal staff are based. It is vibrant, welcoming and unique and a huge draw for people all over the world.

The Palace is also used as an events venue for organisations and charities. During the summer the stunning garden is often host to receptions and outdoor activities.

Interviews will be held on 30th January 2018

Main Responsibilities

  • Provide secretarial and administrative support to the Director of Communications and the Head of Media Relations, including diary management, travel arrangements, scheduling meetings and assisting with correspondence.
  • Media monitoring - keep a log of press activity relating to the Archbishop and Lambeth Palace.
  • Office management - respond to press enquiries, filing, transcribing interviews and other office duties, as required.
  • Working closely with the Events Team, assist with organising press conferences and media receptions, including hospitality, guest lists, room bookings and provision of necessary materials.
  • Assist at out-of-office events, including occasional weekends and evenings, for example General Synods in London and York.
  • Maintain news contact lists through use of both Excel, Office and database systems.
  • In cooperation with the Records Manager, ensure the proper management of the team's records and information.
  • Receiving and greeting visitors.
  • Taking minutes at meetings and writing File Notes.
  • Reviewing the administration of the Communications Office and bring forward systems and processes to enable increased administrative efficiency and effectiveness.
  • Drafting Briefs for meetings and for the Archbishop's official engagements for which the Communications Team has responsibility.
  • Researching issues and projects in relation to the work of the Communications Team.

Ideal Candidate

Essential

Skills/Aptitudes:

  • Ability to communicate clearly both verbally and in writing.
  • Proven track-record in the use of databases, word processing skills, spreadsheets and Content Management Systems.
  • Ability to build and maintain relationships with external individuals and organisations.
  • Ability to work in a team within a pressured environment, working to tight deadlines.
  • Ability to prioritise and multitask.
  • Provide excellent customer service.
  • Able to transcribe accurately and promptly.

Knowledge/Experience:

  • Demonstrable experience of working in a PA/administrative role.
  • Excellent and demonstrable IT knowledge, including advanced knowledge of the use of Microsoft Office Suite, especially Excel, Access and Outlook.
  • Sensitivity and good judgement in dealing with urgent and complex matters.
  • Previous involvement in helping to organise events/providing support.

Personal Attributes:

  • To consistently work to agreed standards.
  • To work in a strictly confidential environment.
  • To understand the demands of working with high profile public figures.
  • An understanding and empathy with the structures and culture of the Church of England.
  • Good interpersonal skills.
  • Flexible approach to structure of the working day.
  • Willingness to learn new skills.
  • Able to work as part of a team and a service mentality.

Desirable

Knowledge/Experience :

  • Experience of working in a communications/press/media office.
  • Understanding and experience of social media in a professional capacity.
  • Experience of being involved in the organisation of national-level events.
  • Experience of dealing with members of the public.