Role Description – Diocesan Secretary and Chief Operating Officer

Introduction

The Diocese in Europe seeks an energetic, multi skilled, imaginative senior leader to fill a key role in the leadership of the Church of England’s biggest diocese. The Diocese in Europe is growing in numbers and is richly diverse in its membership, clergy and contexts. The Diocese is developing a strategy for further growth over the next 10 years. This role is key within that strategy in managing an expanding and ambition operation.

The Diocese in Europe serves Anglicans and other English speaking Christians across more than 35 jurisdictions and 3 continents from Madeira to Moscow and from Morocco to the Arctic Circle. It is made up of over 250 congregations organised within about 130 chaplaincies (Chaplaincy is the term used as opposed to the English Parish with the implication of geographical and administrative boundaries). With the exception of a few chaplaincies in receipt of in-country State support, chaplaincies are self-supporting in all respects. The extent and diversity of the Diocese makes it an especially fascinating and challenging context in which to work.

The Bishop in Europe is based in Brussels. The Diocesan Office is based in Westminster and maintains close links with Brussels in support of the mission and ministry of the Diocese. The Diocesan Office provides support to the wider Diocese in governance, finance, fundraising, communications, strategy, safeguarding, legal and administrative support. The Diocese in Europe Board of Finance’ (“DBF”) is registered as both a UK company and a UK charity.  Its purpose is to support the ministry and mission of the Bishop and the Diocese, and it is the body that employs the staff.

SALARY: £90,000 per annum.

LOCATION: London (with some travel to Brussels, and elsewhere as required).  A hybrid working arrangement may be made but the majority of the time is expected to be in the Westminster office.

ACCOUNTABLE TO: Bishop in Europe who is the line manager (with functional reporting to the DBF Chair in the formal management of the DBF company and charity).

JOB SUMMARY: To support the Bishop in Europe as a key member of the Bishop’s Senior Staff in ensuring that the financial and operational functions of the Diocese can strategically and practically enable mission and growth. To manage staffing and reporting relationships in the office in line with the strategic objectives of the Diocese. To attend and report to the Bishop’s Council and Diocesan Synod.

The COO is the senior executive of the DBF and manages the work of the Diocesan Office.  As is typical in charities, the postholder is not a director of the DBF company nor a trustee of the DBF charity. However, the COO reports to these bodies as the senior staff member, company secretary and synod secretary.

The COO advises the directors and trustees in relation to governance, finance, risk, reporting and planning, so as to ensure the long term financial viability of the DBF. The COO is responsible for maximising the business efficiency of the Diocese.

The COO acts as Secretary to the DBF company and charity and as Secretary to Synod and other bodies as required. The COO is a member of Board committees such as the Finance, and Audit and Personnel Committee and the Diocesan Safeguarding Advisory Committee (“DSAC”) and maintains operating policies and guidelines.

The COO is responsible for contributing to policy formulation and leading in the resourcing  of mission, ministry and growth in the Diocese. The COO is a senior member of the Bishop’s Staff team.

Key Relationships

The COO reports to the Diocesan Bishop.

The COO also works with the Chair of the DBF in the formal management of the DBF company and charity.

The COO needs to build relationships with (in particular):

  • The Suffragan Bishop.
  • The Head of Communications.
  • The Head of Safeguarding.
  • The Head of Finance and Administration.
  • The Diocesan Registrar.
  • Chairs of the houses of clergy and laity.
  • Synod members and members of Bishop’s Council (Trustees).
  • Members of Diocesan Committees (Safeguarding Advisory, Finance, Audit and Personnel).
  • Key adviser to working groups such as the Caring for Creation and Racial Justice Working Groups.
  • Senior figures in the National Church Institutions which provide funds and support to dioceses.

The COO is also in touch with chaplaincy clergy and lay officials such as churchwardens and treasurers for the giving of advice, guidance and support.

Management responsibility

The COO is accountable for all spending by the DBF and budget management.  In this s/he is supported by a finance team which is soon to expand.

The staff is small with just under 17FTE and 20 people.  New roles of Head of Finance and Administration and Head of Strategy will be appointed soon reporting to the Diocesan Secretary.  The Diocesan Office at 14, Tufton Street is part of Church House and is being extensively refurbished by the landlord.

Key Responsibilities

The COO is directly responsible for managing the small London office team and has additional budgetary responsibility for some staff under the supervision of the diocesan bishop in his office and for ministry team staff under the supervision of the suffragan bishop.

Strategy and Policy

  • Contribute to the development and implementation of strategies across a broad range of central functions and ensure that the implementation of agreed plans is efficient and effective.
  • Develop and maintain close relationships with key personnel within the Diocese, its archdeaconries and chaplaincies, so as to build diocesan identity and widen ownership of a shared vision.
  • Foster good working relationships externally between the Diocesan Office and funding partners, mission agencies, officers of the NCIs and General Synod.
  • Develop and implement strategic development funding bids.

Operations

  • Ensure House of Bishops’ policies are adhered to within the Diocese.
  • Oversight of the Diocesan Safeguarding Team and line management of the Head of Safeguarding
  • Keep DBF operating policies and procedures up to date.

Governance.

  • Be the custodian of the Risk Register, and re-writing as necessary. Obtaining approval from the Finance, Audit and Personnel Committee.
  • Financial Management
  • Reviewing and finalising all long term financial plans, budgets and forecasts produced by the Head of Finance. With the Head of Finance, presenting these to the Bishop, Finance, Audit and Personnel Committee, Bishop’s Council, Synod and other Committees as required.
  • Responsibility for Common Fund policies and the requests for funding made to chaplaincies.
  • Overseeing the provision of grants to chaplaincies.
  • Ensuring that financial control procedures operated by the Head of Finance are strong.

Company Secretarial

  • Ensure that all corporate and charity returns are made correctly and on time.
  • Responsibility for returns from chaplaincies and other enquiries from the Church of England and other bodies;
  • Be the custodian of Synodical governance together with the Diocesan Registrar, including diocesan elections, organisation of diocesan Synod and Bishop’s Council working with the Head of Finance and Administration.

Human Resources

  • Build, lead, coach and manage the staff of the Diocesan Office.
  • Oversee the implementation of HR policies, procedures and practices.
  • Review policies and ways of working as required including recommending and implementing change.
  • Ensure new staff and volunteers are properly inducted and that ongoing training needs are identified.
  • Ensure staff are set clear, realistic targets and that objectives are set and reviewed regularly.

Information and Communications Management

  • Oversee development of communications strategy so as to meet the needs of a dispersed Diocese using modern technology and media.
  • Work with the Head of communications to ensure the best possible communications protocols and practice across all areas and offices.
  • Lead on data protection for the diocese with the work and activities conducted by the Head of Finance and Administration.
  • Encourage best practice in the use of IT and social media across the Diocese.

Safeguarding

  • Work with the Bishop, The Head of Safeguarding and DSAC to uphold diocesan safeguarding policy and philosophy.
  • Actively manage and support the work of the Head of Safeguarding.
  • Attend safeguarding training, as required.
  • Work with the diocesan registrar to ensure legal compliance and good practice.

Advisory

  • Act as key advisor to Diocesan Bishop on all matters of Public Affairs, Commercial and Financial challenges, and in connection with the operations of the Diocese.
  • Address problems arising in chaplaincies as requested by senior staff or by the chaplaincies themselves.
  • The COO is the key representative of the DBF to all areas of the ‘National Church Institutions’ and funding bodies such as the Strategic Mission and Ministry Investment Board, the Net Zero Carbon Programme, the Racial Justice Unit etc.
  • A key link, alongside the Head of Safeguarding to the National Safeguarding Team.
  • Maintains an important relationship with the DBF’s London Landlord, the Corporation of Church House.
  • Will be an active member of the National Diocesan Secretaries Network.

The main duties and responsibilities of the post are outlined in this role description. This list is not exhaustive and is intended to reflect the main tasks and areas of work. Changes may occur over time and the postholder will be expected to agree any reasonable changes to their job description that are commensurate with their level of seniority and in line with the general nature of the post. The postholder will be consulted about any changes to their job description before these are implemented.