PA to the Senior Professional Team (25 hours per week)

Location
Finchley, London
Salary
Salary commensurate with skills and experience
Posted
03 Oct 2018
Closes
18 Oct 2018
Contract Type
Permanent

Under the guidance of an inspirational and forward-thinking clergy team, alongside an energetic lay-leadership, our synagogue membership has enjoyed steady growth over the past decade, creating one of the country’s most vibrant Reform communities. We are seeking new members to join our team.

PA to the Senior Professional Team (part-time, 25 hours per week) Salary commensurate with skills and experience

We are seeking a skilled individual to work as a PA to the Senior Professional Team in a busy and dynamic environment. This person will support the diverse and sometimes confidential work of the clergy team and Operations Director. You will have excellent IT and communication skills, a track record of providing excellent customer service and relevant experience of working as an efficient PA, supporting senior staff members.

For further information or an application pack, please contact Jon Freedman on jon.freedman@frsonline.org or 020 8446 3244.  Closing date for applications is 18th October, with interviews taking place on the week of 29th October.

Job Description

Responsible to: Operations Director

Working for: Principal Rabbi, Cantor, other Rabbis and Student Rabbis, Operations Director

Working with: Director of Education, Director of Programming, Education Manager, Youth Work team, Kindergarten Management team, Bookkeeper, Volunteer Receptionists, Caretakers, lay leaders

Hours: 25 hours/week (5 hours/day)

Job Purpose: To be an efficient and effective Personal Assistant to the Senior Professional team, actively supporting all their work

Salary range: Commensurate with skills and experience

Responsibilities

1. PA to the Senior Professional Team

  • Ensure clergy calendars are maintained and co-ordinated with each other
  • Maintain the synagogue Outlook calendar, ensuring it includes all Jewish holidays, synagogue events, B’nei Mitzvah, weddings and other known life cycle events
  • Arrange meetings as required, ensuring all relevant documentation is available before each meeting
  • Prepare and send correspondence as required
  • Prepare and send all notices, letters and emails regarding all life cycle events
  • Provide necessary information to Marriage Secretary regarding weddings and marriage blessings
  • Provide necessary information to Wardens regarding Baby Blessings, Auf Rufs, and Affirmations of Faith
  • Liaise between clergy, JJBS and families, as needed, when dealing with member deaths
  • Assist bereaved families with collection of chairs and shiva books.
  • Ensure appropriate arrangements are made for Kiddush food etc with the relevant families
  • Assisting in providing event information to caretakers

2. General administration

  • Respond appropriately to general enquiries from members
  • Send membership packs to prospective new members, directing enquiries to relevant lay leaders and following up after receipt of new membership packs
  • Provide administration support for the Gateway conversion class
  • Ensure stationery, equipment and caretaking supplies are sufficient, ordering replacements when necessary, checking deliveries and invoices.
  • Provide guidance as needed to those on kiddush rota and ensure catering for Shabbat and Festival supplies are sufficient, ordering when necessary, checking deliveries and invoices
  • Manage the photocopier, its supplies and maintenance

3. Co-ordination of Receptionist team

  • Coordinate the rota of Volunteer Receptionists
  • Supervise the work of the Receptionist team and answer their queries

4. Other general duties

  • Maintain confidentiality at all times
  • Participate in annual appraisal and development review
  • Carry out any other duties and training commensurate with the nature of the post, as may be required by the Operations Director to ensure the smooth running of the synagogue.

Person Specification

Skills & Abilities
We are looking for someone who can demonstrate the following:

  • Strong communications skills including excellent letter writing skills, telephone manner and the ability to build up positive working relationships with a wide variety of people at all levels
  • Ability to work with great attention to detail and accuracy
  • Ability to work efficiently with plenty of common sense
  • Ability to produce a wide range of documents creatively (using the software packages available)
  • Excellent command of the English language (oral and written)
  • Ability and willingness to carry out instructions from others
  • A high level of time management skills and the ability to prioritise effectively
  •  Ability to multi-task

Experience
We are looking for someone who can demonstrate experience of:

  •  Providing an efficient PA service
  • Building constructive relationships with people at all levels
  • Effective diary management
  • Working on own initiative successfully
  • Working effectively under pressure

Special Knowledge
We are looking for someone who can demonstrate:

  • Excellent computer skills to include advanced level of Outlook, Word, Excel, Publisher, PowerPoint)  An understanding of the importance of excellent ‘customer service’
  • Knowledge/understanding of the UK Jewish community (not essential)
  • Basic knowledge/recognition of Hebrew letters and commonly used words (not essential)

Personal Qualities
We are looking for someone who can demonstrate the following qualities:

  • Commitment to providing a high level of service and high quality work as a priority
  • Confidentiality and diplomacy
  • A positive attitude to challenges
  • A strong team player
  • An empathetic telephone manner
  • Patient, calm, confident and friendly manner
  • Willingness to develop and learn new skills as the work requires
  • Willingness to be flexible in approach to work and work responsibilities

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