DIOCESE OF WORCESTER
ADMINISTRATOR / SECRETARY
TO SUPPORT DBS & SAFEGUARDING WORK AND
TO SUPPORT THE CALLING YOUNG DISCIPLES PROJECT
Background
The Worcester Diocesan Board of Finance Ltd intends to appoint an Administrator / Secretary to carry out the day to day administration of the diocesan scheme for criminal records disclosures via the Disclosure & Barring Service and also to appoint an Administrator / Secretary to support the work of the Calling Young Disciples (CYD) Project Director.
It is expected that DBS & Safeguarding work will take 17.5 hours per week while CYD Project work will take 10 hours per week, making a part-time appointment of 27.5 hours per week.
The Diocese of Worcester website at www.cofe-worcester.org.uk provides more general background information.
Reports to
The HR Administrator with regard to DBS & Safeguarding work
The CYD Project Director with regard to CYD Project work
Main Purposes of the Job
The main purpose of the DBS & Safeguarding role is to provide administrative and secretarial support to the diocesan scheme for Disclosure & Barring Service (DBS) disclosures and to the diocesan safeguarding training programme.
The main purposes of the CYD role are to provide administrative and secretarial support to/for:
· support the work of the Calling Young Disciples (CYD) Project Director
· events and conferences associated with the CYD project
· training programmes run by the CYD project
Principal Tasks
Running the day to day administration of the diocesan scheme for Disclosure & Barring Service (DBS) disclosures and supporting work of the diocesan safeguarding training team by
· maintaining records and ensuring that the regular cycle of initiating updated disclosures is effective
· liaising with the e-bulk provider to maintain an efficient disclosure service
· sending forms to applicants / parishes where necessary
· countersigning and sending applications to the DBS where necessary
· maintaining records of the progress of applications and associated fees
· ensuring the confidential security of all applications / records
· reviewing and processing appropriately the confidential declarations submitted
· being the day to day contact point with parishes and the DBS
· liaising with the Diocesan Safeguarding Adviser
· writing to appointing parishes / diocesan officers with the outcome of applications
· developing and keeping up to date the day to day routines for dealing with DBS disclosures, including written guidelines for parishes and diocesan staff
· ensuring that developments and advice initiated by the DBS are brought to the attention of the HR Administrator, and then as delegated to the Diocesan Safeguarding Adviser and/or Parish Representatives.
· briefing the HR Administrator (and when requested, deputising for the HR Administrator ) on DBS matters being considered by the Diocesan Safeguarding Group.
· attendance at and reporting to the meetings of the Operational Safeguarding Group.
· assisting the HR Administrator in event planning / organisation / publicity and delivery of training of Parish Safeguarding Officers regarding DBS and e-bulk procedures.
· assisting with the planning, organisation and publicity of DBS and Safeguarding training events in the diocese. This work will involve attendance at the meetings of the relevant Training Group.
Supporting the CYD Project Director in the administration of ensuring that diocesan safeguarding policies are being implemented (this is a role that interlocks with your role as DBS & Safeguarding Administrator Secretary)
Providing secretarial/administrative support for the CYD Project Director and for project events and training programmes by
· assisting in event planning / organisation
· making room bookings (for staff and the public) at the Old Palace including liaison with the Office Manager, reception, catering and caretaking staff about bookings and room set-up.
· booking venues when courses or events are to be held elsewhere.
· mailing / issuing publicity about training events / conferences, preparing and dealing with bookings including issuing information packs and monitoring bookings / event viability.
· maintaining financial records and liaising with the Finance Administrator to issue
invoices and reminders.
· liaising with the Administrator Secretary of the Ministry & Discipleship Team with regard to maintaining training and attendance spreadsheets
With regard to both roles:
· liaising with the Communications Team to maintain material on the website and monthly diocesan mailing
· As appropriate, liaising and working collaboratively with other staff in the Diocesan Office, the Bishops’ Offices, the Registrar’s office and the offices of the Archdeacons of Dudley and Worcester. In particular close liaison should be maintained with the Administrator / Secretary of the Ministry & Discipleship Team who co-ordinates the diary for all training events run by diocesan officers and deals with bookings for such events.
· Taking on other administrative / secretarial tasks as required, including
· co-ordinating, maintaining and updating diaries
· organising, photocopying and preparing course materials
· arranging meetings and taking minutes when required
· dealing with / logging of telephone enquiries and messages
· mail handling (e-mail and post) including prioritising and chasing
· creating / maintaining filing systems (both in paper and electronic form)
· draft routine correspondence and deal with it as delegated
· creating and maintaining forms and databases including basic analysis
· developing office systems to maximise efficiency.
· assisting with simple hospitality (during office hours) including providing refreshments for visitors and meetings.
· occasionally, providing cover for Old Palace Reception
July 2017
Person Specification
A person who has administrative and communication skills and experience that they wish to use to serve the Church and its work.
The person should meet the following requirements:
Essential
The ability to
· use initiative and work with a minimum of supervision – “a self starter”
· organise, plan and run a busy desk
· work on one’s own and (at times) under pressure
· maintain good relationships with a wide range of people
· work with volunteers (many day to day contacts in deaneries and parishes will be with people working in a voluntary capacity)
· work flexibly as part of a team with other staff in the diocesan office
· deal confidentially with personal information and sensitive issues, including being meticulous with the handling, filing and security of personal information
· receive clearance from the Disclosure & Barring Service to be a Counter Signatory for the diocesan scheme.
· use own judgement about prioritising day to day issues
· communicate well including telephone with patience and diplomacy, including receiving and relaying messages
· draft and deal with routine paperwork
· use up to date IT hardware / software including word processing, database etc, e-mail and the internet
Desirable
· A good working knowledge of the structures of the Church of England
· Ability to lead in the delivery of training to groups of parish volunteers.
Training Offered:
Subject to the essential requirements above, training would be offered to the successful applicant in
· the particular IT systems in use in the diocesan office.
· the processes involved with the Disclosure & Barring Service and e-bulk application provision
The Worcester Diocesan Board of Finance Limited is a company limited by guarantee and registered in England (No. 271752)
Registered Office at The Old Palace, Deansway, Worcester, WR1 2JE. The Board is a Registered Charity No. 247778.
WORCESTER DIOCESAN BOARD OF FINANCE LTD
ADMINISTRATOR / SECRETARY
TO SUPPORT DBS & SAFEGUARDING WORK AND
TO SUPPORT THE CALLING YOUNG DISCIPLES PROJECT
PARTICULARS OF EMPLOYMENT
Job Title Administrator / Secretary
Reports to Calling Young Disciples Project Director
HR Administrator
Terms: This part time appointment of 27.5 hours per week will be on the basis of a one point salary of £15,065 per annum (being prorata of the full-time rate of £19,174 p.a.)
The post will be based at The Old Palace, Deansway, Worcester but such place of work may be altered/varied upon reasonable notice by the Board.
There will be an initial probationary period of six months. The appointment may be terminated by two month’s notice on either side, during the probationary period this is reduced to one month’s notice on either side.
The post-holder will be auto enrolled into the Church Workers Pension Fund on a non-contributory basis as far as the employee is concerned.
Expenses of office will be reimbursed in accordance with diocesan rates.
This part time post will involve working 27.5 hours a week worked over 5 days.
Normal office hours are 9.00am to 5.00pm Mondays to Fridays. The role will involve occasional evening work (occasionally on Saturdays), on a time off in lieu basis, assisting the delivery of training to parish representatives and minuting CYD Project meetings. Flexibility in working outside normal office hours, including coping with seasonal peaks of workload, may be necessary and would normally be compensated by time off in lieu.
Based on a five day working week, the annual leave entitlement will be 20 days (rising by 5 working days after 5 years continuous service) in a full year, plus statutory and other public holidays.
Subject to the above, the appointment will be subject to the Conditions of Employment of Lay Members of non-industrial staff which were approved by the Diocesan Board of Finance on 6 October 1993.
The Worcester Diocesan Board of Finance Limited is a company limited by guarantee and registered in England (No. 271752)
Registered Office at The Old Palace, Deansway, Worcester, WR1 2JE. The Board is a Registered Charity No. 247778.