Role Description - Diocesan Secretary

Accountable to: The Bishop of St Albans and The Chairman of the St Albans Diocesan Board of Finance

The Diocese of St Albans is committed to witnessing to the love of God revealed in Jesus Christ and embody our vision of Living God’s Love expressed in the three interwoven themes of ‘Going Deeper into God’, Transforming Communities’ and ‘Making New Disciples’.  The administration of this work and the support of our parishes, schools and chaplaincies is considered to be integral and central to this mission and ministry and our vision for growth.

The Diocesan Secretary is a key senior position which frequently entails acting as the public face of the diocese. It is considered that there is a genuine occupational requirement for the post holder to be a communicant member of the Church of England or of a Church in communion with thereof or a member church of the Council of Churches for Britain and Ireland. Schedule 9, paragraph 12 of the Equality Act 2010 applies to this post.

The Diocesan Secretary is the chief lay officer of the diocese.   The role is strategic and collaborative, and involves care and supervision of colleagues, strong management, forward thinking and the management of change as the diocese responds to new challenges and opportunities.

It is therefore necessary for the Diocesan Secretary to have a thorough grasp of the workings of the various statutory and non-statutory departments and of the boards and committees of the Diocesan Synod.  A knowledge of ecclesiastical law and of the synodical system or the ability speedily to gain the necessary understanding is desirable.

The Diocesan Secretary is one of the Bishop’s senior advisers, alongside the Suffragan Bishops, the Dean and the Archdeacons, contributing to the leadership of, and development of policy and pastoral care in, the diocese and is a member of the Bishop’s Staff.

Overall responsibility

The Diocesan Secretary is responsible for:-

  • Managing the Diocese’ administration, ensuring compliance with legal and regulatory requirements, the adoption of good practice in its work and promotion of an ethos and culture consistent with the values and objectives of the Diocese’s vision.
  • Formulating, initiating implementing and co-ordinating with others strategic planning arrangements.
  • Working with the Diocesan Director of Finance, the Diocesan Secretary will oversee the diocesan financial and budgetary affairs, together with the diocese’s assets, properties and investments, including the parish shares scheme and custodian trustee work.
  • Providing a Diocesan administrative structure that delivers an effective and efficient service to clergy and parishes.

More specifically:

  1. Governance

The Diocesan Secretary has responsibility for effective governance:

  • By facilitating the Synodical Government system of the diocese and acting as Secretary and executive officer of the Diocesan Synod and the Bishop’s Council.  The role involves drafting a wide range of papers, including responses to nationally proposed policies and papers relating to diocesan policies.
  • Acting as the Senior Executive Officer and Company Secretary to the Diocesan Board of Finance.
  • Acting as Presiding Officer for, and overseeing, the elections to Synods, Boards and Committees.
  1. Management of the Diocesan Office.

The Diocesan Secretary has overall responsibility for the management of the Diocesan Office and leading, inspiring and managing its staff. There is a strong sense of community within the office with regular worship, and an annual Quiet Day. The work includes the deployment and location of staff, including all personnel management functions, the provision of office accommodation, furniture and equipment.  The number of people on the Board’s payroll is currently 57, but many of these are directly accountable to people other than the Diocesan Secretary.

  1. Line management

The Diocesan Secretary has particular responsibility for the following teams:

Finance led by the Director of Finance. This department deals with the Budget, the statutory financial statements and the management accounts, Parish Shares, Trust Funds, Investments and the financial work of the Diocesan Board of Finance, Board of Education and Board for Mission and Ministry.  The Director of Finance is responsible for the work of the IT team.  The diocesan secretary has a key role in the development of financial and investment policy, robust financial accountability and the good stewardship of diocesan resources.

Estates led by the Estates Secretary. This department deals with the provision, maintenance and improvement of parsonage houses and diocesan properties, the management of glebe and the payment of clergy stipends and related matters.  It also ensures the Board meets its responsibilities as Custodian Trustee of property held by parishes as managing trustees.  The Diocesan Secretary is the Company Secretary of St Albans Diocesan Property Company, a wholly owned subsidiary of the Board of Finance.

Diocesan Advisory Committee and Mission and Pastoral Committee led by the DAC and Pastoral Secretary.  The Department is responsible for delivery of the faculty jurisdiction within the Diocese, the work of the Mission and Pastoral Committee, Closed Churches Uses Committee and Board of Patronage.  The Diocesan Secretary works closely with the DAC and Pastoral Secretary in developing sustainable policies and schemes for the deployment of clergy consistent with the work of the Finance and Estates teams.

Safeguarding led by the Diocesan Safeguarding Adviser (DSA).  The Diocesan Secretary is a member of the Diocesan Safeguarding Advisory panel and works closely with the DSA to ensure the delivery of safeguarding policies and practice, resourcing of the team and co-ordination of the IICSA audit.

Communications led by the Director of Communications.  The Diocesan Secretary works with the Director on the delivery of communications, through the website, printed material, and other formats, to promote the diocesan vision, and provide resources and information to clergy and parishes.

In addition, the Diocesan Secretary works closely with, and supports the work of, the Director of Mission and Ministry, and Director of Vocations, including attending the meetings of the Board for Mission and Ministry.

The Diocesan Secretary works closely with, and supports the work of the Director of Education and is a member of the Board of Education.

  1. HR

The Diocesan Secretary is concerned with all appointments within the office including recruitment, selection, pastoral and disciplinary matters and ensure that the HR functions are delivered.   In addition, the Diocesan Secretary works closely with the Bishop’s Staff team on clergy HR matters. The Board of Finance retains a firm of personnel and employment law specialists to assist in this area of work.

  1. Key relationships
  • The Diocesan Secretary will be available to clergy, parish officers and others across the diocese, providing resources and guidance to support and facilitate their work.  They will attend parish, deanery and diocesan events and meetings as appropriate.
  • They will oversee the appointment of, and maintenance of, good working relationships with the Board’s professional advisers including Chairman of the DBF the Diocesan Registrar, (the principal legal adviser to the diocese) Diocesan Surveyor, investment managers and auditors.
  • They will maintain a constructive collegial relationship with the Bishop and the Bishop’s staff.

Terms and Conditions

Office:  The post is based at the Diocesan Office, Holywell Lodge in St Albans, AL3 4HD.

Term: The appointment will be based upon a probationary period of three months during which it may be terminated by either party by one week’s notice, and thereafter by three months’ notice on either side.

Salary: £80,000

Hours: Normal working hours are 9am – 5pm Monday to Friday.   However, there are regular evening meetings and occasional weekend working and it is expected that the person appointed will work such reasonable hours as are necessary to meet the requirements of the post. Some overnight stays are likely, associated with residential conferences and training events etc.  No overtime is paid although time off in lieu may be taken as appropriate.

Holidays: Annual leave entitlement is 27 working days plus statutory Bank Holidays (and the working days falling between Christmas and New Year bank holiday and one day in November or December for Christmas shopping.)

Costs: Approved expenses are paid in full at agreed rates.

The successful applicant will need to provide proof of the right to work in the UK before taking up the post.