The Parochial Church Council
of St Bartholomew’s Church, Thurstaston and St Chad’s, Irby
Job Description
Title of PostParish Administrator
Responsible toThe Rector
Responsible forReception duties, typing and other clerical support for the Rector, the Wardens, members of the Standing Committee and other persons specifically approved by the Rector
Hours of WorkNine hours a week, by mutual arrangement, over several days, for forty-three weeks a year, including three weeks holiday to be taken at an agreed time. Some additional hours will occasionally be required, to be balanced by time off in lieu, or by payment as agreed at an hourly rate.
Annual Salary£3,096 to £3,483 (depending upon experience), payable by the Parochial Church Council monthly in arrears by standing order. The salary will be reviewed annually by the Parochial Church Council and may be increased in line with any increase in average earnings.
LocationThe post holder will be required to work at St Chad’s, Irby and occasionally at St Bartholomew’s, Thurstaston, depending on the work required and the need to coordinate with others.
Special SkillsThe post holder will require a good telephone manner and a good standard of written and spoken English. He/she will be competent in general office skills, such as typing, filing and keeping records. Familiarity with personal computers, Microsoft Windows and Microsoft Office (including Publisher) will be essential. Qualifications up to RSA 2 would be advantageous. The post holder is also expected to have sympathy with the general aims and objectives of the Church, although membership of the Church is not essential.
Conditions of ServiceThe conditions of service of the post are set out separately.
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Main Duties and Responsibilities
1Opening non-personal correspondence, taking appropriate action and drafting and typing replies for approval by the Rector.
2Composing and despatching letters and other papers on behalf of the Rector according to instructions.
3Receiving and dealing with telephone and e-mail enquiries about any matters connected with the Church, such as events, Hall bookings, and enquiries about weddings, baptisms and funerals.
4Maintaining records and filing on behalf of the Rector.
5Typing and preparation as required of letters, minutes and other documents, such as the weekly newsletter and the magazine, from handwritten or typed copy,uploading the weekly newsletter and magazine onto the parish website.
6Photocopying and collating.
7Distributing minutes of meetings and other papers by post,email or via the Wardens to members of committees or other groups.
8Entering details to the baptism and marriage registers prior to baptisms and weddings, and ensuring that the registers are inspected and verified by the Rector before the ceremony. Sending cards on the Anniversary of Baptism.
9Making telephone calls, arranging meetings and visits and obtaining information.
10Ordering supplies of paper as required, and other consumables used in both Churches when requested by the Rector, the Curate or a Warden, keeping records, arranging for the certification of invoices and passing them to the Treasurer for payment.
11Assisting the Church Wardens in arranging the routine maintenance of heating systems and alarm systems, the annual renewal of required Licences (eg church copyright), othermaintenance or inspections required by the PCC and other maintenance work as required.
12Ensuring that church records kept at St Chad’s are secure and in good condition.
13Assisting in the receipt of cash and cheque payments, issuing receipts, keeping manual records and passing payments received to the Treasurer.
14Ensuring the security of the premises on departure.
15Other duties of a similar nature required in connection with the duties listed above or that may arise occasionally.
16Undertaking training as required, for which the Parish will reimburse reasonable expenses.
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Conditions of Service - Parish Administrator (St Bartholomew’s and St Chad’s)
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Base
The post holder will be required to work at St Chad’s, or occasionally at St Bartholomew’s Church. The post holder will usually be required to make his or her own arrangements for movement to or between sites. In practice, nearly all work is expected to be at St Chad’s.
Period of Appointment and Review
The initial appointment will be for three months, when it will be reviewed. Subject to satisfactory performance and the wishes of the post holder, this may then be extended for a further nine months when a further review will take place that will include consideration of whether the Church still requires the services provided by the post holder and whether it has sufficient resources to continue to employ a Parish Administrator.
Subsequently, the post will be reviewed annually by discussion between the post holder and the Rector, or another person nominated by the post holder and approved by the Standing Committee.
The purpose of the Annual Review will be to verify that the duties shown in the Job Description continue to meet the needs of the Church, to explore developments suggested by the post holder or the PCC, and to discuss any other general issues considered relevant by the post holder, the Rector or the PCC. If any changes are considered necessary, they will require the agreement of all parties and may require the issue of a revised Job Description or Conditions of Service.
Pension, National Insurance and Income Tax
The PCC has a workplace pension scheme.Entitlement to join the scheme is based on current age, income level and employment status requirements as set out in law. The salary payable is below that for which National Insurance contributions are made by the employee or the employer. The PCC will deduct Income Tax when the salary is paid, at the Basic Rate or at the rate required following notification from HMRC.
Termination of Employment
The post holder may terminate his or her employment by giving one week’s written notice during the first three months of employment, and one month’s written notice thereafter. If such notice is not given, the PCC may deduct salary corresponding to the required period of notice. The PCC may terminate the employment of the post holder by written notice of the same periods.
Working Hours and Remuneration
The preferred working hours are nine hours a week, comprising three hours a day, three days a week, for forty-three weeks a year, based on school term-time with holiday taken out of term. Flexibility may be required or requested in the working hours and the weeks worked. One twelfth of the annual salary will be paid to the post holder’s bank account before the end of each month. When the post holder’s employment is terminated, any differences between the salary due and the amount actually paid will be corrected in the final salary payment. The salary due will be calculated in proportion to the hours actually worked up to that time.
Any work during school holidays will be paid at an hourly rate equivalent to the salary for the post and the times and days will be agreed with the postholder on an ad hoc basis.
Supervision
The post holder will be under the day to day supervision of the Rector. From time to the Wardens, the PCC Treasurer, the PCC Secretary or others may request work. The Rector will resolve any difficulties over prioritisation. In the absence of the Rector, the post holder will normally report to a Warden, the Treasurer or the Secretary as instructed by the Rector. During the period of an interregnum, the reporting arrangements will be determined by the church wardens.
Special Requirements
It is not essential for the post holder to be a committed Christian. However, sympathy with the general religious and social aims and objectives of the Church is essential.
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PERSON SPECIFICATION
JOB TITLE:Parish Administrator (St Bartholomew’s and St Chad’s)
Criteria / Essential / Desirable / Method of assessmentQualifications and Experience / Competence in general office skills – typing, filing, keeping records.
Familiarity with personal computers, Microsoft Windows and Microsoft Office, including Publisher
Good knowledge of the features of Microsoft Word
Competence in use of email / RSA 2
Ability to handle graphic images
Ability to design brochures and improve layout of documents / Application form Interview
Knowledge / Basic familiarity with church matters and church routines / Good knowledge of church matters and church routines / Interview
Skills and Aptitudes / Good telephone manner
Good standard of written English
Good standard of spoken English
Ability to work unsupervised / Ability to work pro-actively and productively in the absence of immediate supervision
Good skills at liaison and coordination with others / Application form
Interview
References
Other Requirements / Sympathy with the general religious and social aims and objectives of the Church / A member of the Anglican church / Interview
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