ADMINISTRATIVE ASSISTANT (temporary maternity cover)

Transcription

1 ADMINISTRATIVE ASSISTANT (temporary maternity cover) APPLICATION PACK October 2015

2 The Dean and Chapter of St Asaph Cathedral warmly welcome your interest in the post of Administrative Assistant. We wish to appoint a self- motivated, experienced administrative assistant, with excellent organisational & IT skills. The successful applicant will join the small, friendly Administration Team at the Diocesan Office which is situated in the grounds of St Asaph Cathedral. As one of two full time Administrative Assistants, you would provide a wide range of administrative and reception services. It is anticipated that the appointment will commence on 4 January 2016 and continue for the duration of the postholder s period of maternity leave. If you would like to discuss this opportunity further please contact Mrs Karen Williams, Administration & HR Officer Applications Applications must be received by 12 noon Monday 9 November 2015 Please submit your application form to: Mrs Karen Williams The Diocesan Office High Street St Asaph LL17 0RD By to: karenwilliams@churchinwales.org.uk (please note that we do not accept CVs) Interviews will be held in St Asaph on 19 November Applicants may also be asked to take part in a practical skills assessment Further details regarding the selection process will be communicated at the time applicants are invited for interview. The appointment will be subject to satisfactory references. 2

3 JOB DESCRIPTION Job Title: Reporting to: Managed by: Based at: Administrative Assistant Administration & HR Officer Administration & HR Officer The Diocesan Office, St. Asaph JOB PURPOSE To provide a welcoming and efficient reception service at the Diocesan Office and deliver a highly proficient administrative support service to the Cathedral and Diocese of St Asaph. KEY RESPONSIBILITIES 1. Provide a welcoming and efficient reception service at the Diocesan Office 2. Provide a proficient administrative support service to the Cathedral and the Diocese of St Asaph 3. Maintain the database, the Cathedral diary and the Diocesan Office diary and assist with updating the Cathedral website KEY WORKING RELATIONSHIPS Members of Cathedral & Diocesan staff Cathedral volunteers Members of the clergy Members of parishes and Mission Areas in the Diocese Customers and suppliers MAIN DUTIES AND RESPONSIBILITIES 1. Provide a welcoming and efficient reception service at the Diocesan Office To be the first point of call for visitors to the office, providing a warm and welcoming reception service Receive incoming telephone calls and to direct calls appropriately Process incoming and outgoing mail Receive and co-ordinate bookings for services, events and meetings Prepare meeting rooms and arrange refreshments as required 2. Provide a proficient administrative support service to the Cathedral and the Diocese of St Asaph Provide an efficient, all round administrative support service to the Cathedral and Diocese of St Asaph Print service sheets, publications, reports and prepare documents for large scale mailings 3

4 Maintain adequate supplies of altar requisites, office supplies, cleaning materials, and other resources Maintain electronic and paper records including supplier & customer information, volunteer details & the Cathedral Burial Register Collect, count & bank donation money and other income and maintain accurate spreadsheets Keep records of Gift Aid declarations and donations, and submit online claims to HMRC Process petty cash and choir children s pay and keep accurate records Attend and participate in regular staff meetings, taking minutes if required Contribute to keeping the workplace tidy, pleasant and safe 3. Maintain the database, the Cathedral diary and the Diocesan Office diary and assist with updating the Cathedral website Keep the database up to date and correct by inputting information accurately and regularly Use the database as a tool for producing lists, reports, statistics and labels for mailing Maintain the electronic Cathedral and office diary Assist the Diocesan Communication Officer to maintain and develop the Cathedral website This Job Description is not a statement of all the duties applicable to the post holder, variations to the duties outlined above will occur to meet the needs of the post. Any variations will be commensurate with the grade and character of the post 4

5 PERSON SPECIFICATION: Administrative Assistant Key Criteria Essential Desirable Qualifications and Experience Good sound general education English & Mathematics to GSCE standard or equivalent Fully computer literate, highly proficient in MS Office particularly MS Word & MS Excel Advanced MS Office qualification Database inputting & interrogation Cash handling in a commercial environment Experience of working in administrative support role in an office environment Experience of working with members of the public and/or reception duties Skills and Abilities Excellent organisational skills Welsh speaking Meticulous about accuracy and detail Excellent communication skills Understanding of the Anglican Church and the Church in Wales Ability to relate with people in a warm & approachable manner Ability to work to deadlines Work-related Personal Qualities A team player who can work well with colleagues Reliable and trustworthy Able to work alone and unsupervised Willing to take the initiative A pleasant friendly demeanour 5

6 St Asaph Cathedral Administrative Assistant (Maternity Cover) Main Terms and Conditions Hours of Work 9am to 5pm Monday to Friday with a lunch break of 1 hour taken as appropriate. Salary 15,000 Pension Holiday Location The employer will contribute 15% of the employee s pensionable salary to a pension scheme of the employee s choice. The employee may choose to make an additional voluntary contribution of any proportion of their pensionable salary. 25 days per calendar year plus bank holidays. The holiday year runs from 1 January to 31 December The Diocesan Office in St Asaph Probation This post will be subject to satisfactory completion of a probationary period of 1 month 6