Senior Administrator, St Paul's Covent Garden

Senior Administrative and Executive Support

• Provide senior administrative and organisational support to the Rector, Treasurer and wider staff team.
• Coordinate diaries, meetings, appointments and commitments
• Draft, review and proofread correspondence, reports, briefings and other important documents.
• Handle requests and communications on behalf of senior colleagues, using discretion and sound judgement.
• Help manage competing priorities, maintain continuity and ensure decisions are translated into practical action.
• Be the first point of contact for visitors, phone and email queries.
• Other duties as required.

Governance and Organisational Coordination

• Coordinate PCC meetings as PCC Secretary, including preparing agendas, gathering reports, compiling papers, taking minutes and maintaining formal records.
• Support the Annual Parochial Church Meeting (APCM), Electoral Roll administration and relevant Church of England and diocesan governance requirements.
• Maintain an overview of projects, deadlines, events, commitments and operational issues across the church.
• Act as a key point of contact for staff, clergy, PCC members, visitors, event organisers and external organisations.
• Investigate problems, identify practical solutions and coordinate work across different areas of the organisation.
• Improve administrative processes and ensure that important actions and responsibilities are followed through.

Life Services and Plaques Administration

• Take responsibility for the administrative coordination of weddings, funerals and memorial services, from initial enquiry through to delivery.
• Act as a principal administrative contact for families, organisers and other participants, coordinating communication between the Rector, church staff, event teams and external suppliers.
• Arrange planning meetings, manage correspondence and documentation, and coordinate practical arrangements and timings.
• Prepare estimates, coordinate invoicing and proofread orders of service.
• Administer memorial-plaque enquiries, applications and records.
• Handle sensitive situations with empathy, professionalism and discretion, providing continuity and support throughout the planning process.

Projects, Procurement and External Relationships

• Research operational and organisational issues, gathering relevant information, costs, professional advice and regulatory requirements.
• Assess options and prepare recommendations, proposals and briefing papers to support decisions by senior colleagues and the PCC.
• Obtain and compare quotations, liaise with suppliers and professional advisers, monitor progress and follow up outstanding work.
• Coordinate contractors, consultants, staff and external stakeholders, ensuring that requirements, costs, deadlines and practical constraints are understood.
• Maintain constructive relationships with relevant external organisations, including the Diocese of London, Church of England, Westminster Council and professional advisers.

Office Management and Staff Support

• Oversee the effective functioning of the church office and its administrative arrangements.
• Line manage the Administrative Assistant, including setting objectives, monitoring performance and workload, conducting reviews and appraisals, providing feedback and supporting professional development.
• Support recruitment, induction, probation and review processes, and provide guidance to interns, placements and other colleagues where required.
• Support the administration of DBS checks and safeguarding procedures, working with the Rector and Parish Safeguarding Officer and escalating substantive safeguarding matters appropriately.
• Maintain appropriate records, handle confidential information responsibly and provide continuity across the team.
• Undertake other duties appropriate to the level and scope of the role, contributing to the smooth running of the church.

Essential

• Supportive of our mission as a diverse, inclusive Christian space rooted in love, equality, and creative engagement – especially with the LGBTQ+ and performing arts communities.
• Significant administrative experience, with the ability to take ownership of complex work and manage a broad range of responsibilities independently.
• Experience coordinating projects, events and/or life services.
• Excellent organisational and time management skills, with meticulous attention to detail.
• Excellent written and verbal communication skills
• Excellent interpersonal skills, with the ability to communicate sensitively and confidently with a diverse range of people.
• Sound judgement, discretion and the ability to handle confidential or sensitive matters appropriately.
• Proven ability to solve problems, use initiative and identify practical solutions without requiring constant supervision.
• Ability to manage competing priorities, respond flexibly to unexpected requests and meet deadlines in a busy environment.
• Experience of managing or supervising staff, including providing guidance, setting expectations, monitoring performance and supporting professional development.
• Proficient with Microsoft 365 including Word, Teams, Outlook and Excel, with confidence using digital systems and learning new software.
• Ability to work collaboratively within a small team while taking responsibility for individual areas of work.
• A proactive and adaptable approach, with a willingness to get involved in the varied day-to-day work of the church.
• Happy to work around animals (we have a cat!).

Desirable

• Experience supporting senior leaders, managers or trustees.
• Experience of committee administration, minute-taking or charity governance.
• Experience supervising colleagues, supporting recruitment or providing training.
• Experience in a charity, church, arts, heritage or events environment.
• Familiarity with website content management systems, SharePoint or similar digital collaboration tools.
• Knowledge of GDPR, safeguarding administration or other relevant compliance requirements.