Job Title: Administrative Assistant
Department: Administration.ย ย ย ย ย ย ย ย ย ย ย ย ย Reports To: Diocesan Secretary
Classification: Clerical
Date: October 15 2025
๐ Job Purpose
To provide administrative support to the Diocesan Secretary in the implementation and monitoring of Diocesan programmes and projects.
๐ 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.
ย ย * Participating in planning meetings, recording notes/minutes as appropriate.
ย ย * Providing support to the planning team for the event, as required.
ย ย * Registering invitees/participants/other attendees at the event.
ย ย * 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.
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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.
โ๏ธ 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.