About The Role
Join the London District and become part of a collaborative, supportive team.
As our Operations Support Assistant, you will be a key member of the team, contributing to the many workstreams that support the life of Methodism across London. We are looking for an excellent organiser who can manage their own workload, support others and provide first-rate administrative assistance. You will also be confident using a range of IT applications. We value people who think independently, take initiative and work collaboratively – sharing ideas and helping to turn them into action. You will work closely with the existing Operations Support Assistant in a job-share like partnership, keeping in touch and sharing information to support one another. The focus of this side of the partnership will be managing the District Chairs diaries, coordinating room bookings and supporting the Justice and Mission Group.
Main Responsibilities
• Liaising and coordinating with District Chairs in management of their diaries;
• Liaising with Central Hall or other venues to ensure meeting rooms are booked in advance with appropriate resources and that good relations with these stakeholders are maintained;
• Supporting District Commissions by provision of agendas and taking minutes, in discussion with Commission Convenors, and facilitating other meetings and events within the District as appropriate;
• Co-ordinating the administration of safeguarding training, including scheduling dates, booking venues, securing trainers, maintaining accurate records of participants and those who have completed training, and responding to related enquiries;
• Liaising with circuits on a quarterly basis to obtain preaching plans;
• Supporting District Property Development Officer with the Connexional Consents and Annual Returns process;
• Supporting District communications with website, social media and MailChimp content, with the Communications Officer/District Digital Enabler, as required;
• Maintaining the District’s CRM system (Beacon), working with the Finance & Admin Officer in the provision of effective reporting and updates where needed;
• Using the District’s CRM system, ensuring that records held on Ministers’ DBS’ are kept up to date, contacting Ministers when renewals are due;
• Filing, photocopying and printing of materials for events/training;
• Providing a warm welcome to visitors;
• Responding to enquires by telephone and email;
• Ensuring the effective filing of material within the District, including archiving and retention compliance;
• Supporting staff with IT queries and problems;
• Provision of support when another team member is absent (e.g. producing and sending Weekly Update), but generally offering collaborative input with the team when needed;
• Other general office duties as agreed with the line manager.
Person Spec:
Essential
• Well-developed administrative skills, including diary management;
• Excellent confidential and organisation skills;
• Good working knowledge of IT applications, including Microsoft Word, Excel, PowerPoint, and SharePoint;
• Ability to take accurate notes and minutes of meetings;
• Ability to work as part of a team and on own initiative;
• Good interpersonal and communication skills;
• Sympathy with the ethos of the Methodist Church;
• Be prepared and willing to work on occasions outside normal working hours, including evenings and weekends as agreed with the line manager;
Desirable
• Working knowledge of database/CRM use;
• Able to demonstrate an understanding of the diverse context of London Methodism and an ability to work inclusively and positively with a wide range of people;
• Knowledge and/or experience of the structure within the Methodist Church;
• Confident in formal presentations and training situations;
• Understanding of the Not for Profit/ Charity sector
Equal Opportunities
The Diocese of London is committed to creating and sustaining a diverse and inclusive workforce which represents our context and wider community. We are aware that those of Global Majority Heritage/United Kingdom Minority Ethnic (GMH/UKME) and disabled people are currently under-represented among our clergy and workforce, and we particularly encourage applications from those with the relevant skills and experience that will increase this representation.