PARISH ADMINISTRATOR

JOB DESCRIPTION

INTRODUCTION

The role of the Parish Administrator is to provide comprehensive support to the Parish Priest in all administrative matters within the Parish. This will cover secretarial, financial and office management. It is envisaged that this post may be shared between two persons in order to ensure that there is a presence in the Parish Office each weekday morning and to ensure the necessary secretarial support to the (planned) Parish Pastoral Council. There will be a separate Parish Treasurer working no more than two to three hours per week.

KEY RESPONSIBILITIES

Secretarial

  • Organisational & Administrative
  1. To be present in the Parish Office from 9.30am until 2.00pm on Mondays to Fridays and at up to [12] evening meetings of the Parish Pastoral Council and its committees.
  1. To provide administrative support for the Parish Priest and others working for the development of the Parish - including managing the diaries of the Parish clergy.
  1. To manage all stationery and consumables ordering and supplies, ensuring that the Parish is getting best value for money.
  1. To organise printing and copying.
  1. To ensure all office equipment is kept operational, organising repair as needed.
  1. To be responsible for both first aid and health and safety within the office.
  1. To support the Sacristan.
  1. To manage the Housekeeper.
  1. To follow set procedures in dealing with general and specific pastoral enquiries, bookings for Parish premises, assistance for Parish premises hirers, co-ordination of the hire and use of the Cloister and access for workmen.
  1. To assist with the organising of Parish events, including organising the purchase of food and drink, and other requirements, for Parish events.
  1. To liaise with the car park barrier engineer.

  • Record-keeping
  1. To set up and operate an efficient and effective office system for the support of the life and work of the Parish, including the maintenance of parish filing and records.
  1. To keep Parish Registers up-to-date, ensuring that they are accurate and legal, and issuing certificates as required in neat, legible handwriting.
  1. To arrange and record the dates of mass intentions and collect, bankand pay stipends and stole fees.
  1. To update and maintain the Parish website and other computer records as necessary.
  1. To maintain the database of parishioners and their roles.
  1. To maintain a schedule of Health and Safety inspections and records.
  1. To liaise with theParish Safeguarding Officer and maintain DBS records.
  1. To maintain a list of keyholders and distribute keys as necessary.
  • Communications
  1. To answer the telephone in a warm and efficient manner, ensuring that all messages taken are clearly recorded and passed on promptly.
  1. To work with kindness and sensitivity to the needs of others in dealing with personal and telephone callers, and email/written communications - and to maintain confidentiality at all times. To record, respond to and take enquiries for all of the above modes of contact.
  1. To open the post and check emails as directed by the Parish Priest.
  1. To deal with all correspondence appropriately, typing letters and/or email responses as required by the Parish Priest.
  1. To prepare, edit and produce the weekly Parish Newsletter and advertising posters.
  1. To liaise with funeral directors over the timing of and arrangements for funerals.
  1. To prepare and maintain sign-up lists and rotas.
  1. To compile and maintain a directory of parish groups and co-ordinators and communication with these.
  1. To liaise with Diocesan departments and outside bodies as necessary.

Parish Pastoral Council

  1. To act as Secretary to quarterly meetings of the Parish Pastoral Council and its Committees.
  1. To issue notices convening these meetings.

Financial

  1. To support the Parish Treasurer and Finance & Fabric Committee as necessary but reporting to Parish Priest.
  1. To operate a basic bookkeeping system for routine income and expenditure – this is generally done via spreadsheets. To maintain accurate and up to date accounts.
  1. To oversee the counting of the weekly collections, special collections and other events.
  1. To prepare cheques for signature.
  1. To undertake banking as required.
  1. To review invoices and query/rectify mistakes.
  1. To pay invoices and other expenditure in a timely manner and file all related documents.
  1. To negotiate maintenance and utility contracts and provide meter readings as required.
  1. To manage the petty cash and maintain a cash book as required.
  1. To regularly prepare reports for Parish Pastoral Council and Finance & Fabric Committee meetings.
PERSON SPECIFICATION

Required Experience/Knowledge/Skills

  1. Previous secretarial experience in a busy office with fluctuating workloads, where flexibility, good organisational and proficient IT skills are essential – alongwith accuracy, a high level of attention to detail and a methodical approach.
  1. Previous bookkeeping/financial experience. Good numeracy skills and financial awareness.
  1. Previous office management experience.
  1. A good level of general education, including GCSEs A*-C in Mathematics and English or equivalent and a good grasp of English grammar.
  1. Good working knowledge of current office software such as Outlook, Microsoft Word, Publisher, Excel and website maintenance.
  1. Good working knowledge of current office equipment such as printers, copiers and faxes.
  1. Good interpersonal and communication skills with the ability to build good relationships with all associates and an excellent telephone manner.
  1. A large amount of common sense, coupled with the ability to employ good judgment in making decisions when working independently. A high level of self-motivation with a good sense of responsibility and the ability to work independently with minimum supervision.
  1. The ability to be discrete and keep information confidential. A high level of integrity.
  1. A general understanding of the workings of a Roman Catholic Parish, and the ability to quickly develop an in depth knowledge of the systems, structures and practices employed in a Roman Catholic Parish, Deanery, Episcopal Area and Diocese.
  1. An empathy with the religious nature of the organisation and its objectives.
  1. Experience of minute taking.
  1. Willingness to work flexible hours.
  1. A willingness to undertake a DBS Check.
  1. Has current permission to work in the UK.

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