Church Administrator Job Description
Purpose
To facilitate the smooth running of the Church by carrying out the administrative responsibilities outlined below under the direction of the Vicar, assisted by the Church Wardens.
Personal profile
The administrator is someone who is literate, numerate, organised and methodical with good ICT skills and legible handwriting. He / She will have good interpersonal skills and be a good communicator with an ability to deal with stressful situations. This role requires working as part of a team with an ability to show initiative and to work alone. There is an expectation to work in accordance with the aims and ethos of All Saints' Church and a will to get to know the congregation in order to aid the smooth running of the Church and how it operates. Confidentiality and sensitivity are essential. Training will be available.
Principal responsibilities
Answering voicemail messages, emails, texts etc, dealing with queries and passing them on to appropriate people promptly and efficiently
Dealing with correspondence appropriately
Keeping filing records updated and in good order
Ordering stationery, materials and other resources as requested.
Rotas, Service sheets & Notices
Preparing, updating and circulating rotas for:- welcomers, vergers, preachers & service leaders, intercessors, prayer ministry and any others that may be required
Prepare weekly service sheet & notices
Baptisms
Receiving and processing enquiries
Preparing certificates, candles, anniversary cards and completing register
Weddings
Receiving and processing bookings
Liaising with church members involved in wedding preparation.
Organising the reading of Banns and issue of certificates
Co-ordinating the administration for the Marriage Preparation Day
Regularly updating and circulating list of forthcoming marriages
Preparing Registers, making quarterly returns
Funerals
Recording funeral and burial details, ensuring that correct payment is made
Issuing invitations for All Saintstide service
Safeguarding
Liaising with PCC Safeguarding Officer(s)and follow diocesan Safer Recruitment policy.
Updating and monitoring the Safeguarding database, adding new volunteers as required.
Arrange DBS checks as necessary
Assist with compiling a Safeguarding Report for the All Saints' Annual Parochial Church Meeting.
Church & Barber Rooms bookings
Receiving and processing bookings, ensuring church calendar is kept up-to-date
Liaising with Church wardens to organise staffing and negotiating charges
Sending invoice details to treasurer
Arranging for rooms to be opened and locked up, where necessary.
Other Duties
Liaising at least weekly with the Vicar to ensure diaries are accurate and to exchange updated information. Liaising with St Mary’s as necessary
Administration for Away Days, Parish Weekends, social events
Preparation for and gathering reports for Annual Parochial Church Meeting
Giving assistance when needed in other administrative areassuch as notice sheets, publicity etc
Offering administrative support to Church wardens, if time allows, including attending Wardens' meetings if required
Terms
Employer: The Administrator is employed by All Saints’Parochial ChurchCouncil (PCC) and is accountable to it through the Vicar and Churchwardens.
Working week
Nine hours per week over three mornings, Monday, Thursday and a choice of Tuesday or Wednesday. It may be necessary for additional hours to be worked during busy periods with time off in lieu at quieter times. The Administrator will not be required to work on Sundays.
Termination
One month's notice on either side, following the successful completion of six months' probation.
Salary £4,680 peryear
Holidays 17 days per year including Public Holidays
June 2017