The Administrator will be a member of the Catholic Academies and Schools Office, working collaboratively with the Diocesan Director of Education and team members to provide administrative and governance support.

Principal Duties and Responsibilities:

• Manage the foundation governor, directors and members appointment process to agreed procedure and to ensure that deadlines are met.
• Process the DBS applications for foundation governors and directors.
• Ensure all information is provided to the Finance Team to produce and pay invoices and expense claims.
• Monitor income and expenditure against the budget profile.
• Provide a range of administrative functions, which support the work of the Catholic Academies and Schools Office team.
• Answer and direct phone calls; organize and schedule appointments; write and distribute email, correspondence memos, letters and forms.
• Co-ordinate the organisation of all events, meetings, briefings, courses and conferences.
• Assist when required with the organisation and distribution of regular briefings, reports and documentation.
• Contribute to the development and production of briefing papers and other documentation, as required
• Developing, populating and managing the database records for schools
• Collecting Director and Governor minutes
• Monitor the compliance of Admissions Policies and the cycle of consultation.
• Manage the appointment of representatives to the Standing Advisory Council on Religious Education (SACRE)
• Manage the appointment of representatives to Local Authority advisory committees as required.
• Ensure the website information is current and accurate, updating as required.
• Manage the CES Census process and its analysis.
• In conjunction with the Catholic Academies and Schools Office team assist with the organisation of any ‘one off’ events involving our schools.
• Undertake other duties/tasks commensurate to the post, as required.

Ad hoc duties and projects
• Carry out ad hoc duties as requested by your line manager
Values
• To maintain the ethos and values of the Catholic Church and positively promote the work and activities of the Catholic Church.
• To undertake any task that may be requested from time to time that may be consistent with the nature and scope of this post.

Competence, expertise & Knowledge e.g.

Essential

• First class organisational skills including the ability to prioritise work, balance conflicting priorities, monitor progress and exercise judgement about chasing progress as necessary.
• Advanced proficiency in use of Microsoft Office including Word, Excel and Powerpoint.
• Understanding of Data Protection legislation.
• Excellent interpersonal skills and the confidence to deal with people at every level.
• Excellent communication skills both written and verbal
• Able to effectively manage a high- volume workload.
• Ability to work effectively as part of a team.
• Excellent problem -solving skills.
• Understanding of and commitment to equality of opportunity and good working relationships.
• Able to work on own initiative, organising and prioritising own workload to set deadlines.
• An ability to maintain high degree of confidentiality and trust.
• Good time keeping.
• Positive and flexible approach to work.

Desirable:

Knowledge of the values and teaching of the Roman Catholic Church.

For a job description and details of how to apply please contact recruitment@portsmouthdiocese.org.uk

Overall Job Purpose

Personal Assistant to the Episcopal Vicar for Evangelisation; permission of full administrative and secretarial support to the Episcopal Vicar for Evangelisation, including dealing with email and other correspondence, diary, telephone calls, filing, and taking and dealing with messages as appropriate.
In all cases suggesting action to the appropriate person or handling matters themselves where possible.

Key Accountabilities

• Making bookings and co-ordinating events as required.
• Paying invoices, simple account keeping to record incomings and outgoings, providing monthly reconciliations with bank statements and monthly and end of year accounts for the Diocese Finance Department.
• Administration of budgets and expenses; monitoring of departmental budgets.
• Administration of monthly expense claims for team leaders.
• 111 the department and the Episcopal Vicar for Evangelisation.
• Preparation of annual budget submissions for the central.
• Co-ordinating the preparation of budget submissions by the other teams within the within the department.
• Drafting and distribution of letters and other communications as required.
• Setting up and managing a departmental Facebook page, twitter feed and other social media as required.
• Organising travel arrangements for long-distance trips both for Episcopal Vicar for Evangelisation and, occasionally, for those visiting.
• Managing the electronic calendars for the Episcopal Vicar for Evangelisation; helping to co-ordinate meeting times and locations, and food when appropriate.
• Ensuring the Episcopal Vicar for Evangelisation is well prepared for meetings.
• Regular Contact / Liaison with:Episcopal Vicar for Evangelisation, diocesan clergy of other parishes, Bishop’s PA, Vicars General and other Episcopal Vicars and their admin assistants, Secretary to the Trustees, Head of Department for Administration and Property and his/her admin assistant, Members of the Trustees Evangelisation Committee, Leaders of Sub-Departments and Teams within the Department for Evangelisation.

For a job description and details of how to apply please contact recruitment@portsmouthdiocese.org.uk

Hours of Work: 37.5 per week (Monday to Friday)

Type of Contract: Permanent

The successful post-holder will be part of our Diocesan Finance Team reporting to the Head of Finance and will be expected to:

• Help ensure financial compliance with Charity Law and both internal and external deadlines
• Assist with the compilation and presentation of financial analysis, management accounts, treasury and financial reports as required.
• Work with the parishes in putting together and implementing parish budgets and cashflow forecasts to assist in their day to day running. The budget process will include ensuring that the actions from the Quinquennial Inspection report are incorporated into the longer-term budgets to help with more proactive rather than reactive expenditure plans.
• Represent and work in accordance with the ethos of the Catholic Diocese of Portsmouth to ensure the highest standards of financial management are maintained.

For the full job description, person specification and how to apply, please contact recruitment@portsmouthdiocese.org.uk

Caritas Portsmouth Project Development Officer

Caritas Portsmouth, part of the Catholic Diocese of Portsmouth is looking for a self-motivated, compassionate and community minded individual to join their team as a Project Development Officer. Based in Southampton and Havant, this role is to support the development of parish-based social and environmental projects to help people who are struggling with financial insecurity, social isolation, are seeking sanctuary or are victims of Modern-Day Slavery. Typical projects include warm spaces, social groups, cooking/gardening sessions and holiday clubs helping to strengthen links within communities to help those in need.

In this role you will

• Develop and nurture relationships within local parishes and other support organisations.
• Support the set up, delivery and evaluation of social or environmental action projects within a parish setting.
• Help recruit and manage volunteers.
• Research, organise or support local fundraising activities.

This is a fixed term contract role running until end of June 2025. We are happy to consider part time (including school hours) or flexible working for the right candidate. The salary is £25,000-26,000 (or FTE) depending on experience.

For the full job description, person specification and how to apply, please contact recruitment@portsmouthdiocese.org.uk

This is an exciting opportunity to support parish life and really make a difference in the lives of people in our communities. We look forward to hearing from you!

Volunteers are essential in enabling us serve and reach the mission of our Church and we welcome volunteers to come and help us in everything we do in our Pastoral Areas

Please speak to your local parish priest if you would like to volunteer at your parish. 

Visit our volunteering page for more information:

VOLUNTEER FOR THE DIOCESE

All volunteering roles working with children and/or adults at risk will be subject to a DBS check