Meetings and Diary Secretary

St Paul's Cathedral have an exciting opportunity for an experienced Meetings and Diary Secretary, to assist with the high demands of the Cathedral.

The purpose of this role is to effectively support the Canon Steward, Canon Chancellor, Canon Precentor and Director of Development ("the Directors") in their roles. There are three key elements of the role:-

1. To provide support for meetings and events, including scheduling and minute taking, plus room booking, catering and IT set-up.

2. To manage the diaries, balancing competing priorities, to support the Directors in meeting preparation as required.

3. To provide ad hoc general administrative support as requested, maintaining databases and filing. This role works closely with others who provide administration support across the Cathedral.

Main duties:-

1. Meeting and event support For the following meetings (or others as directed): circulate agendas and papers, and take minutes and / or update action trackers, including: Access Strategy Committee (Canon Steward) Safeguarding Advisory Group (Canon Steward) Safety Committee (Canon Steward) Sustainability Committee (Canon Steward) Visual Arts Committee (Canon Chancellor) Development Board (Director of Development) In addition to Enterprises Ltd for the COO.

• For all meetings: - Book and set up meeting rooms, including IT and catering as required. - Welcome visitors at Chapter House, including occasional provision of refreshments. - Assemble and circulate agendas and board / committee / meeting papers as required, coordinating and following up actions for meetings. - Take minutes or record and maintain action trackers as required. - Answer or direct enquiries from board / committee / meeting members.

2. Diary management For all the Directors: -

• Provide management of the Directors’ diaries and appointments.
• Set up meetings as required, manage room bookings and invitations. -
• Make travel arrangements, and book courses, as required.

3. General administrative support For all Directors: -

• Provide general financial administrative support
• including setting up suppliers
• processing purchase orders and invoices
• electronic filing. -
• Facilitate expenses reclaims.
• Other ad hoc general administrative support as requested.

4. Other -

• Arrange regular 1:1 meetings with the Canon Steward and catch ups with the other Canons & Directors to meet their business needs and adapt as required, as well as making suggestions around increased efficiency and ideas.
• Keep up to date with IT software updates and assist the Directors in their use of IT.
• Take responsibility for personal professional development, bringing to the attention of the Canon Steward any training or development opportunities that will assist the role.
• Attend PA/Admin team meetings to bring together Cathedral admin to share experience and updates.
• Assist the PA/Admin team with the meeting arrangements for 5-6 all-staff meetings per year.
• Remain up to date with statutory training including safeguarding, fire safety and health and safety.

If you are interested in this role and think you could be the perfect candidate, please visit the Church of England Pathways website to apply

The closing date for applications is 23:59pm, Sunday 2nd June 2024.

Interviews will take place on Monday 17th June 2024.