DIOCESE OF EXETERJOB DESCRIPTION AND PERSON SPECIFICATION

Growing in PrayerMaking new disciples

Serving the people of Devon with joy

Job Title Administrator.The post holder will be an employee of the Exeter Diocesan Board of Finance Limited.

Salary £TBCMembership of the Board’s Pension Builder scheme.

Reporting to Director of Property ServicesLocation of work The designated place of work will be:

The Old DeaneryThe CloistersExeterDevonEX1 1HS;There may also be a requirement to on occasion travel around to church schools and academies within the diocese.

Hours of Work 36.25 hours per weekDate of issue January 2017

Outline Purpose of PostThis is a significant opportunity for an individual with considerable experience in administration to make a lasting positive impact in the life of the diocese, and in particular within the property services department. The team provides professional building and financial support to 134 Church of England schools / academies including a fee-earning property consultancy service. The department also oversees the maintenance, management and improvement of the 330 clergy houses across the diocese and works with external agents to oversee the use and management of 2,000 acres of glebe land.

There will be a requirement to undertake a broad range of administrative tasks in the Property Services Department, working alongside the existing administrative staff and offering support to the Director of Property Services, four Chartered Surveyors and the Schools Funding Advisor. The role is primarily focused on the schools and academy side but it is likely to also extend to other aspects of the department’s work.

The role will include a range of the following tasks:1. General Office support - A broad range of tasks including meeting

preparation and follow-up, minute taking, some secretarial work, drafting letters and other materials, liaising with clergy, school staff, contractors, local authorities and laity over the telephone, via email and in letters, taking phone calls, appointment booking and departmental diary control, database maintenance, and other general administrative tasks.

2. Financial support – Collation, analysis and processing of financial matters (will require working knowledge of Excel). Administration of invoices and liaison with contractors, professional firms and local authorities. Completion of DfE capital works application and claim forms with supporting documentation, and associated monitoring. Close liaison with our Accounts Department; including the use of SUN accounting package for basic functions.

3. Educational support – reviewing documentation and undertaking enquiries in relation to school land and trusteeship matters, compiling legal documentation, coordinating aspects of academy conversion processes, liaison with solicitors, processing insurance renewals, updates, claims and enquiries, opening new project files, administration of the database, checking and recording service visits and attending regular review meetings with consultants, file maintenance and archiving, liaison with the Diocesan Board of Education, acting as secretary to the regular meetings between colleagues in the Educational and Property teams, providing basic project support, administering tender documents and undertaking bulk mailing to schools. The role may also on occasion include the need to visit schools and academies and liaising with school business managers and administrators over operational matters.

The role requires a degree of flexibility and adaptability as the areas of work may well change over time and the ability to be flexible and develop and operate different systems will be critical.

Responsibilities and AccountabilitiesKey working relationships with:(1) Director of Property Services(2) Property Services Department Surveyors, Funding Advisor, Support

Staff and Volunteers(3) The Diocesan Secretary(4) The Diocesan Accountant and Accounts team(5) The Diocesan Board of Education(6) Headteachers and governors

Generic Responsibilities for all DBF employees

(1) To welcome visitors and/or receive incoming enquiries and telephone calls, dealing promptly and courteously with enquiries and ensuring high quality collegiality at all times

(2) To ensure that all health and safety instructions are followed and that care is taken to ensure safety for self and colleagues, reporting concerns immediately

(3) All employees who are involved in the processing or handling of manual and computer data have an obligation to comply with the terms of both the Data Protection Act 1998 and our data protection policy

(4) To be familiar at all times with our equal opportunities policy statement(5) To undertake other duties as may reasonably be expected

PERSON SPECIFICATIONAttributes Essential Desirable

Qualifications and Training

Good standard of education Degree, diploma or other post-school qualification

Experience Proven administrative and organisational skills

Experience of using accounting package

Knowledge, skills and abilities

Excellent IT skills, in particular in all Microsoft Office software.Ability to prioritise use of time and resourcesAbility to handle change within an organisation and to respond creatively to new situationsAbility to listen and communicate effectivelyAbility and commitment to work collaboratively with colleagues

Ability to understand and accurately interpret legal documents in relation to buildings and the academy process

Personal Qualities

Diplomacy, tact and patienceResilience and ability to manage sensitive and emotive issuesHigh level of initiative and self-motivationFlexibility and adaptability

General Sympathetic to the aims and objectives of the Church of England

Full driving licence and access to independent means of travelling around Devon