Portsmouth Diocesan Curia: Department for Pastoral Formation

Job Description

Name:

Job Title: Administrator/ IT Supporter

Date of appointment:

Purpose of Role:

In partnership with the Administrator, to provide a contact point for the Department for Pastoral Formation (DPF), supporting, managing and enabling the smooth running of the office of the DPF through provision of professional, efficient and confidential secretarial and administrative support.

To provide expertise, support and training on IT matters to members of the DPF.

Based at: Park Place Pastoral Centre, Winchester Road, Wickham, Hants PO17 5HA

Hours of Work – Per Week: 21 per week (to be worked over 3 days). Occasional Saturday working for major diocesan events may be required.

Salary: from £9000 for 21 hours per week, dependent on qualifications and experience

Line Manager: Head of Department for Pastoral Formation.

Main Responsibilities

/

How achievement will be measured

SECRETARIAL/ADMIN SUPPORT
Provision of full confidential administrative and secretarial service to every member of the Pastoral Formation Team, prioritising tasks according to degree of urgency to be established on receipt of the task, to include dealing with mail, email, telephone calls, photocopying, filing and taking and responding to messages as appropriate – in all cases suggesting action to the appropriate person, or handling matters themselves wherever possible and responding or drafting response as appropriate.
Ensure shared understanding of current workload at all times to allow for effective prioritisation and use of resources. / Feedback from and to Head of Department and other colleagues within the Department
SUPPORT FOR EVENTS/COURSES
Organise and support conferences, courses, events and meetings as directed, advising on systems and suppliers. Arrange venues for events across the Diocese to include:
·  agreeing booking and necessary supporting personnel
·  ensuring appropriate equipment is available on time in right place
·  specifying room layout required
·  organising appropriate refreshments
·  communicating all arrangements to all concerned, and addressing any concerns
Organise allocation of equipment owned by the Department for events organised by any member of the Department or by the Episcopal Vicar for Clergy Formation. / Feedback indicates that arrangements worked smoothly
IT SUPPORT
Offer expertise, support and training on all IT matters to members of the Pastoral Formation Department with the aim of achieving optimum efficiency. / Feedback on service provided
IT SYSTEMS
Co-ordinate requirements for repairs and updating of IT Systems and equipment for Park Place, liaising with the Diocesan IT Manager and the Department for Schools as appropriate. / IT operates effectively
PRESENTATIONS
Produce presentation material as requested, using appropriate technology. / Presentation meets needs
DATABASES
Maintain Department database and manipulate the data as required. Ensure accessibility as agreed with department team, and optimum maintenance of the database in the light of new and emerging technology. / Maintained up to date without duplication, omissions or complaints
MAILINGS/DISTRIBUTION
Plan, prioritise and administer major mailings to ensure efficiency, timeliness and effectiveness of the material, using e-mail whenever appropriate.
Organise major distributions by most cost-effective method, keeping track of progress at every stage.
Liaise with Webmaster re web booking arrangements and updates of website calendar.
Liaise with Editor of Portsmouth People re calendar of events.
Keep contact with Department for Schools to ensure prior knowledge of their large mailings. / Everyone receives their copy and nobody receives more than one copy.
RELATIONSHIPS WITH OTHER CURIA DEPARTMENTS /VOLUNTEERS ETC
Maintain good working relationships with all curial staff, and secretaries and volunteers working in the offices of parishes and schools, providing mutual support as appropriate. / Positive feedback from other departments, parishes, volunteers, etc.
COMMUNICATION ACROSS DIOCESE
Respond sympathetically to queries and concerns from clergy and others across the diocese, providing support, help and advice as appropriate. Ensure this service is available between the hours of 9am and 5pm. / Positive feedback

Regular Contacts / Liaison with:

Head of Department, Administrator and other colleagues in the Department, Webmaster, Editor of Portsmouth People, Diocesan IT Manager, Moderator of Curia, all Curia Personnel, the Bishop, Diocesan Clergy and Parish workers, external suppliers and contractors.


Experience and Qualifications required for role:

·  Experienced Secretary / Administrator with excellent secretarial, time management and prioritisation skills, and ability to work under pressure

·  Computer literate, skilled in word processing, spreadsheets and data management, as well as use of the internet

·  Good all-round office skills

·  Ability to train others in the use of IT

·  Recognised secretarial qualifications

Personal attributes

·  Sympathetic to the ministry and mission of the Catholic Church

·  Flexible and willing team worker with good interpersonal skills, discretion and high integrity

·  Self-motivated and very flexible, with ability to work on own initiative and judgement if appropriate, able to work under pressure, cope with change and deal with conflicting work demands

·  Diplomatic and discreet with a sympathetic nature and emotional resilience

·  Willingness to adapt to new circumstances, including any necessary re-training

Way of working

Regular on-going contact with Head of Department and Administrator to agree work and deadlines required, and to discuss any issues of concern.

Signed:………………………………………………Job Holder Date: ……………………….

Signed:……………………………………………….Line Manager Date:……………………….


Department for Pastoral Formation: context

The Diocese of Portsmouth consists of the Counties of Hampshire, Berkshire (except Slough), South Oxfordshire, the Isle of Wight, the Channel Islands and Bournemouth in Dorset.

The Department for Pastoral Formation is one of three Curial Departments in the Diocese of Portsmouth. The others are the Department for Schools, and the Department for Finance and Property.

Advisors in the Department for Pastoral Formation provide formation, support, encouragement, inspiration and leadership in the areas of adult formation, catechesis, collaborative ministry, liturgy and music, marriage and family life, pastoral councils, stewardship, and youth ministry. They are supported by one full-time Administrator and one part-time (3 days per week) Administrator / IT Supporter.