Job Title: Administrative Assistant
Department: Administration. Reports To: Diocesan Secretary
Classification: Clerical
Date: October 15 2025
🌟 Job Purpose
To provide administrative support to the Diocesan Secretary in the implementation and monitoring of Diocesan programmes and projects.
🔑 Key Responsibilities
Administrative Support to the Diocesan Secretary
* Receiving incoming mail and other correspondence for the Diocesan Secretary (related to the areas of delegation) and attaching background papers prior to routing.
* Preparing draft letters and other material on behalf of the Diocesan Secretary as directed.
* Typing and finalizing letters, reports, and other documents.
* Liaising with Parishes to ensure follow-up on matters under review by the Diocesan Secretary.
* Coordinating meetings as requested (contacting attendees; advising on date; confirming attendance; preparing and circulating documents).
* Providing complete information files to the Diocesan Secretary in preparation for meetings.
Data Management & Reporting
* Maintenance of a database of statistical records to reflect the status/growth of Anglican ministry in the Diocese.
* Following up with parishes to ensure data is submitted on a timely basis.
* Preparing a quarterly summary report of data collected for presentation to meetings of Diocesan Council and Board of Finance.
* Assisting in the preparation of an annual report of data collected for presentation to Synod.
Support for Meetings, Workshops, and Events
* Coordination of meetings (contacting attendees; advising on date; confirming attendance).
* Preparation and circulation of documents and providing complete information files to the Diocesan Secretary in preparation for the meetings.
* Attendance at meetings and recording and preparing minutes for circulation to members.
* Following up on action items as required.
* Assisting in the coordination of events being hosted by the Diocesan Office.
* Participating in planning meetings, recording notes/minutes as appropriate.
* Providing support to the planning team for the event, as required.
* Registering invitees/participants/other attendees at the event.
* Preparing letters, invitations, certificates, and providing other general assistance as required.
Other Duties
* Performing other related duties as may be required from time to time.
✅ Job Specification: Qualifications & Competencies
Qualifications & Experience
* Education: Post-secondary level education, such as an Associate Degree, Administrative Professional Certification, or equivalent qualification.
* Experience: Minimum of 3 years’ experience as an Administrative professional.
* Technical Skills: Competence in MS Office Suite (Word, Excel, PowerPoint, Access, Publisher) as evidenced by a minimum of 3 years’ progressive experience in applications.
Required Competencies (Soft Skills)
* Ability to exhibit a professional approach to the completion of work assigned, ensuring the final product is completed satisfactorily, on time, and in accordance with instructions.
* Ability to comprehend the priorities in work assignments and to exercise judgment and discretion in acting on those priorities.
* Ability to work cooperatively as a contributing member of a team.
* Ability to understand the needs of clients and to treat them with equal courtesy and respect.
* Ability to communicate effectively both orally and in writing.
* Ability to maintain confidentiality at all levels, from internal operations, and adhere to all regulations and diocesan guidelines.
✉️ How to Apply
Interested persons are asked to submit their applications via email.
* Email to: [email protected]
* Closing Date for Receipt of Applications: October 15, 2025
Unsuitable applications will not be acknowledged.