PA (Archdeacons Sheffield and Rotherham)

JOB TITLE: PA (ARCHDEACONS OF SHEFFIELD/ROTHERHAM)

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EMPLOYER: SHEFFIELD DIOCESAN BOARD OF FINANCE

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RESPONSIBLE TO: ARCHDEACON OF SHEFFIELD & ROTHERHAM

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RESPONSIBLE FOR: N/A

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The Diocese of Sheffield is called to grow a diverse network of Christ-like, lively and sustainable Christian communities in every place which are effective in making disciples and in seeking to transform our society and Gods world.

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MAIN PURPOSE OF THE ROLE

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To assist the Archdeacon in their role of the delivery of the Diocesan Strategy by providing secretarial and administrative support.

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MAIN DUTIES & RESPONSIBILITIES

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1. PROVIDINGEFFICIENTSUPPORTTOTHEARCHDEACON

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Advancedplanning andmanagement of theArchdeacons diary

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Receiving,triaging and,whereappropriate,responding toemails sent directly to the Archdeacons inbox.

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Act as initialcontact-point forall enquiries totheArchdeaconviatheOffice, handlinga widerange oftelephoneenquiries withconfidence, diplomacy,and tact answering questions directly orpassing themontotheArchdeaconor otherappropriate sourceof information.

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Organising therecruitment processfor clergy appointmentsin theSheffield & Rotherham archdeaconry,including arranging the necessary meetings,sending forreferences, liaising withtheBishops Officeandproviding allrequiredpapers for theArchdeacon andpanelmembers.

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Preparing papers formeetings andmaintaining anefficientsystem fortracking papers.

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Assisting theArchdeaconwithadministrationrelating tosensitive andconfidential safeguarding anddisciplinary matters.

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Dealing promptly withall incoming correspondenceanddraftingreplies.

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Opening andallocating incomingpostanddealing with letters whereappropriate.

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Typingletters,reports, invitations,sermons,articlesasrequired.

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• Arranging meetings and Churchwardens conferences and producing documentation ensuring that the costs remain within budget.
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Arranging and administrating majorarchidiaconalfunctions such as Articles of Enquiry, AnnualAdmission to OfficeofChurchwardens, Parochial Visitations, Ministerial Development Reviews, and Churchwarden Conferences.

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2. PROVIDING EFFICIENT SUPPORT FOR THE DIOCESAN MISSION & PASTORAL COMMITTEE AND MANAGING THE PASTORAL SCHEME PROCESS

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Preparing papers, organising speakers and drafting the agenda for the DMPC.

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Writing up minutes.

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Working alongside the chair of the DMPC and with the Bishops office to progress actions from meetings.

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Preparing draft proposals and associated paperwork.

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Managing and progressing pastoral proposals and schemes with the Church Commissioners and other interested parties.

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3. GENERALRUNNINGOF THEARCHDEACONS OFFICE

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Beinvolvedwiththemanagement oftheArchdeaconsOffice,its systems,records and filing.

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Responsiblefor welcoming visitors and arrangingrefreshmentsand meeting rooms as necessary.

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Assisting inkeepingtheofficetidy andthat allnecessary equipmentis acquiredand maintained.

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Responsiblefor assisting intheupkeepofallpaperandcomputerisedfiling systems, including compliancewithdataprotectionlegislationandarchiving ofpapers as appropriate.

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Responsiblefor keeping officerecords uptodate andproperly archived.

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Coordinating with HR, Finance and Archdeacons when notified of clergy sickness, ensuring that doctors notes are appropriately recorded and filed.

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Tobepresent atdesignated meetings,as required,totake notes/minutes.

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Responsiblefor tracking clergy sickness andensuring that HR,FinanceandArchdeacons receive copies ofsick notesandarekept informedofabsences.

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Maintaining goodworkingrelationships withotherChurchHouse Staffandthe administrators/PAs fortheBishopofSheffieldandthe BishopofDoncaster.

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Processing grants, expenses and fee claims in consultation with the Archdeacon.

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Authorising annual leave requests for AATEs on behalf of the Archdeacon.

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To provide cover for reception at lunchtime and occasionally for holidays when required.

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Undertaking any otherduties that arecommensurate with the role.

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This role description provides a guide to the duties and responsibilities of the post and is not an exhaustive list. The post holder may be asked to undertake any other relevant duties appropriate to the post. The role description will be amended over time, in full consultation with the post holder, to meet the needs of the Diocese.

Person Specification: Personal Assistant (PA) to Archdeacons Office\n

ESSENTIAL

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Qualifications/Key Attributes

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A good standard of general education is required (minimum GCSE Level English or equivalent).

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Secretarial qualifications or equivalent work experience.

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Experience

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PA and administrative experience reporting to a senior manager.

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Experienced in dealing with people at all levels.

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Experience of working in a complex organisation.

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Desirable

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Experience of administering parochial appointment processes.

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Conference and/or large event planning and administration.

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Experience of drafting pastoral schemes and the work of the DMPC.

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Skills & Knowledge

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Ability to administer office systems and procedures for senior managers.

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Excellent communication skills combined with a friendly telephone manner, showing diplomacy, courtesy and firmness as appropriate.

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Typing/Word Processing skills (including audio) to RSA III required.

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Proficiency with Microsoft office including spreadsheets and databases.

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Planning and organisational skills.

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Minute taking skills.

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Ability to draft letters and other documents.

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Able to deal with people at all levels.

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Ability to prioritise effectively.

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Well-presented work with a meticulous eye for detail.

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Ability to show initiative and work with minimal or no supervision.

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Ability to work calmly under pressure and meet deadlines.

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Desirable

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GDPR and Data Protection legislation.

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Understanding of, and interest in, the ministry and responsibilities of the Archdeacons, and their role in helping to lead the Diocese.

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Knowledge of the Church of England at Parish, Deanery and Diocesan levels.

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Personal

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Ability to work confidently on own initiative and to work closely with the requirements of the Archdeacon.

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Ability to maintain a high degree of confidentiality.

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Well-organised and methodical.

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Sympathetic to the ethos and objectives of the Church of England and the Diocese of Sheffield.

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Sympathetic listener.

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Please note this role may be subject to a Basic DBS check in accordance with Safer Recruitment and Safeguarding provisions. For further information, please do not hesitate to contact the HR Team at

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Last updated June 2026

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