The Bishop of Winchester’s Personal Assistant

Main Duties:

• To manage and maintain the Bishop’s electronic diary, and to ensure the accuracy of the information recorded in it and shared across the Bishop’s office team and the Bishop.
• To respond to meeting requests and event invitations and liaise with other offices in relation to the Bishop’s attendance and other requirements.
• To provide a day file, briefing notes and, where appropriate, verbal briefings for the Bishop.
• To arrange a weekly meeting with the Bishop to better understand his priorities and expectations, and to anticipate his requirements for forthcoming events.
• To ensure that the Bishop has all necessary paperwork and information in advance of meetings and engagements, liaising with other members of the Bishop’s Staff Team, Diocesan staff and external people and organisations as necessary.
• To plan the Bishop’s visits to parishes and other communities, liaise with parish clergy and offices and obtain service information forms and draft orders of service for approval by the Bishop’s Chaplain.
• To monitor the Bishop’s emails, noting any major issues that the Bishop is dealing with so as to be well informed in the case of telephone or email inquiries, taking the initiative to re-direct enquiries or to obtain further information, and acting appropriately on any administrative matters that arise in conjunction with the Executive Assistant & Office Manager.
• To oversee the processing of all mail and correspondence arriving in the Bishop’s Office
• To ensure prompt handling of the Bishop’s correspondence, taking the initiative to re-direct enquiries, to obtain further information or to refer more complex matters to the Bishop’s Chaplain.
• To keep a record of the Bishop’s expenses and to prepare expenses claims on a regular basis, including for his parliamentary and other national roles.
• To prepare the Bishop’s papers for meetings of the House of Bishops, the College of Bishops, the General Synod and other meetings.
• To make arrangements for the Bishop’s travel and overnight stays.
• When appropriate, to take the initiative to draft responses to correspondence (whether in their own name, the Bishop’s Chaplain’s name or the Bishop’s name).
• To respond to relevant telephone enquiries
• To be present at some meetings that the Bishop holds and to take minutes.
• Work with the Executive Assistant & Office Manager and other colleagues, to support hospitality and events, especially the “marquee season”
• To develop and maintain good working relationships with those who work in the Diocesan Office, the Cathedral Office, Church House staff, other bishops’ offices and contacts in other institutions, e.g. Winchester University.
• With colleagues, to make practical and administrative arrangements for significant occasions, such as licensings, ordinations and other services.
• To deputise for the Executive Assistant & Office Manager Chaplain in administrative matters in his / her absence, including taking minutes at meetings of the Bishop’s Staff Team.
• Other duties broadly in line with these from time to time as instructed by the Bishop, Executive Assistant & Office Manager or the Bishop’s Chaplain.

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