Diocese of St Albans

Job description: Vocations Administrator

Job purpose: To enhance the organisational effectiveness of the Vocations Team

Responsible to: Diocesan Director of Ordinands (DDO)

Location: flexible. Much of the work can be carried out remotely but up to one day per week in the St Albans office may be required. Expenses will be paid at standard Diocesan rates for travel to meetings around the Diocese.

Hours: 21 hours per weekby agreement with the DDO

Principal responsibilities:

  1. To support the work of the Vocations Team by handling candidates and all of their related paperwork through the selection process from point of first enquiry to point of licensing to a first post
  2. To support the DDO, Associate Diocesan Director of Ordinands (ADDO) and Diocesan Vocations Officer (DVO) in the organisation of ordination retreats and services, candidates days and vocations events
  3. To maintain and develop the databases of enquirers and candidates, working with the DDO, ADDO, DVO and Vocations Advisers (VAs)
  4. To be proactive in proposing improvements to Vocations team processes and work methods

Specific tasks:

  1. Act as Secretary to Vocations Advisers’ meetings and monitor completion of agreed actions.
  2. Maintain the database of enquirers in conjunction with the DVO and VAs and produce statistical reports.
  3. Organise Vocations events including Seeking the Way, Exploring Ordination Day and others as they are arranged.
  4. Allocate candidates referred by VAs to either the DDO or ADDO; send out, receive back and check completed Registration Forms, CVs and personal statements, and other documents as required.
  5. Allocate candidates to group work and to see a psychotherapist, as requested by the DDO/ADDO.
  6. Liaise with Bishops’ PAs to arrange candidate interviews.
  7. Request references and handle all other paperwork* related to the selection and Bishops’ Advisory Panel process; monitor completion against key deadlines.

*this includes: Registration Form, written reflection, sponsoring papers, points form, ethnic monitoring form, DBS admin, photos.

  1. Support the DDO, the DDO’s PA and Bishop’s Office in managing arrangements for ordination retreats and services, liaising with the retreat house, Abbey, Diocesan Registrar and others as needed.
  2. Act as Secretary to the Deployment Groupand monitor completion of agreed actions.
  3. Check and collate applications for Curates from potential Training Incumbents and support the DDO in administering the process of finding first post curacies.

Person specification:

  1. A graduate or equivalent with a track record of managing and streamlining processes
  2. Good IT skills particularly with Microsoft Excel and the ability to create, develop and manage databases
  3. Familiarity with basic commercial and purchasing disciplines and financial record-keeping
  4. Good interpersonal skills
  5. Good communication skills both written and verbal
  6. Attention to detail, accuracy and thoroughness, and a commitment to the highest quality of work
  7. Able to work proactively without supervision and to cope with lone working
  8. Able to work to tight deadlines
  9. Able to maintain confidentiality
  10. Knowledge of church structures and terminology

Key relationships:

Bishops and Archdeacons and their PAs/Secretaries

Candidates

The DDO, ADDO and DVO

Diocesan administrative staff, particularly the DDO’s current part-time PA.

General Terms and Conditions

  1. The person appointed will have a ‘hot desk’ at the Diocesan Office at Holywell Lodge in St Albans but it will be possible for much of the work to be done from home.
  2. 21 hours per week by agreement. On occasions it will be necessary to attend meetings out of office hours, for which time off in lieu is granted.
  3. The post is offered on the SeniorPersonal Secretary Scale (£22,789-£25892 per annum) pro rata for 21 hours per week, and the starting salary will depend upon qualifications and experience. Salary scales are reviewed each year in July.
  4. Annual leave entitlement is pro rata to the full time (35 hours) entitlement of 22 working days plus the statutory Bank Holidays and the working days falling between Christmas and the New Year bank holiday
  5. The appointment will be based upon a probationary period of three months, during which it may be terminated by either party by one week’s notice, and thereafter by three months’ notice on either side.
  6. There is a non-contributory pension scheme with the Church of England Pensions Board to which the Board makes a contribution of 25% of salary.
  7. More detailed information on terms and conditions for members of the Board’s staff will be found in the Staff Handbook.

Applications

If you would like to apply for this post, please send a c.v., a covering letter explaining how you meet the above requirements, and the names and addresses of two referees to The Diocesan Secretary, Holywell Lodge, 41 Holywell Hill, St Albans, Hertfordshire, AL1 1HE, or by email to by 12 noon on Friday 5 December 2014

References may be taken up before interview. Please indicate if anyone may not be approached at this stage.

Interviews will be held at the Diocesan Office on Wednesday 17 December 2014

November 2014