Parish Administrator – Job Description and Person Specification

Employer:The Parochial Church Council of St Gabriel’s Church

Reports to: The Vicar of St Gabriel’s Church

Contract Status: Permanent

Hours of Work:Part-time, 7.5 number of hours per week, 3days of the week

Purpose of Role

The Parish Administrator has a major role in ensuring the smooth running of the Parish. The post combines administrative and secretarial skills with opportunities for working with a wide range of people. The role supports the work of the Parish by providing general administration to the Church, and the smooth running of the Parish Centre.

The Parish Administrator also plays a key role in promoting the work of the Parish through handling of enquiries, visitors and other contacts, including the general public. The Administrator is the public face of St. Gabriel’s and the Parish Office is the parish ‘shop window’ to the general public and other key stakeholders.

Roles and Responsibilities

  1. General administration, correspondence and communication for the work of the Parish
  • Taking telephone calls and meeting visitors;
  • Checking answerphone and emails daily and responding and dealing with as appropriate;
  • Collation of information for and the production of the weekly Newsletter and poster;
  • Taking enquiries/bookings for baptism and passing the information to baptism visitors;
  • Taking enquiries/bookings for weddings;
  • Maintaining up to date lists of weddings and baptisms;
  • Maintaining the Parish List and such other records as are agreed and to assist the Electoral Roll Officer;
  • Update on a regular basis changes of address or circumstances and to keep up to date all lists appertaining to deaths and ’years mind’ dates;
  • Ensuring that computer files are backed up at least monthly and kept off site;
  • Photocopying PCC and standing committee minutes;
  • Printing flyers;
  • Typing monthly magazine;
  • Making arrangements for the collection of the Links from Church House;
  • Updating petty cash records and keeping Parish Treasurer informed monthly;
  • Ensuring any problems with the computers and office equipment are addressed;
  • Working with the Parish Safeguarding Officer and the Diocesan Safeguarding Officer in the processing of disclosure forms, DBS checks and the secure handling of records relating to them;
  • Helping to ensure that the parish is compliant as regards data protection, safeguarding, and health and safety and to cooperate with vicar, church wardens, parish safeguarding officer and relevant professionals to ensure that it is.
  1. Administration of the church, the church vestry and the Parish Centre
  • Administration of bookings for the church, the vestry and Parish Centre in association with the Events Group Co-ordinator, Treasurer and Vicar;
  • Maintain the bookings for the church, vestry and the Parish Centre, liaising with church and Parish Centre users to enable as wide access as possible to the church’s facilities;
  • Alerting colleagues in advance of up-coming events, especially to times of multi-occupancy in the church, the vestry and Parish Centre or when possible conflicts of interest might be anticipated;
  1. Promoting the work of the parish through handling of enquiries, visitors and other contacts, including from the general public.
  • Provide a welcome to occasional callers, including members of the congregations, offering them any information that they may legitimately require;
  • Provide a point of contact for enquiries person to person, on the telephone, by letter and by e-mail, handling these where possible or referring them to the appropriate colleague;
  • Work with colleagues on the promotion of the parish’s life in consultation with the Communications Group through the following media: website; notice boards and the parish magazine.
  • Updating the Parish website.
  • Maintain email contact lists; sending email communications about events.
  • Administration for the annual holiday club, flower festival, arts and crafts fayre and other events.

ConfidentialityThe post holder is obliged to maintain confidentiality, subject to the terms of the Parish’s safeguarding policy.

Equality and DiversityThe Parochial Church Council’s aim is to treat all employees equally irrespective of race, sex, sexual orientation, religion, disability, age, gender reassignment, marital status or ethnic origin.

Health and SafetyThe parish and its employees are bound by the provisions of the Health and Safety at Work Act 1974 and any subsequent regulations arising from this Act. The post-holder will assist in promoting and maintaining their own and others’ health, safety andsecurity. If s/he feels that s/he has been the victim of verbal or other abuse, s/he will report it to the line manager or deputy who will investigate within 5 working days.

Data ProtectionThe post holder is required to comply with current legislation in the use and disclosure of information relating to third parties. This relates to information held, used or disclosed in any medium.

Safeguarding:The Church takes the safety of everyone within the church very seriously and expects that everyone will work within the church safeguarding policy. In particular, the Church expects anyone who becomes aware of a safeguarding risk or of actual abuse, to report it immediately.

Parish Administrator - Person Specification

CRITERIA / ESSENTIAL / DESIRABLE
Qualifications / NVQ level 2 in business administration or equivalent qualification
Experience / Able to demonstrate previous experience of delivering general administrative tasks, including telephone, filing, computer skills
Able to demonstrate good customer service skills and experience
Knowledge / Able to use Microsoft office packages
Awareness of data protection
regulations and requirementsin relation to handling of personal data
Skills / Able to demonstrate basic IT skills
Good organisation skills, able to plan and meet deadlines
Ability to work unsupervised
Ability to prioritise work
Excellent communication skill, both on the telephone and face to face
Personal Attributes / Able to work as part of a team and on own
Able to cope with routine
Able to work on own initiative, taking decisions within scope of authority
Empathy with the mission of the Church of England and the ability to demonstrate behaviours consistent with the Diocesan values of being generous, engaged and open

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