Hillhurst United Church

Position Description

Position: Administrative Assistant/Office

Date prepared: March 14, 2008 Revised: April 3 2008

Hours of Work: Monday to Friday five hours per day from 10:00 A.M to 3:30 PM. One evening per month for Board Meeting.

Type of Position: Hourly paid.

Reporting relationship: Reports to the Minister

Approved by____M. Lea Meadows______Board Chair

General Accountability

This position is the public face of Hillhurst United Church. You interact with the congregation and our outside contacts. You work directly with the minister and people who prepare worship. You ensure that details are taken care of and people are conveyed the information they require in a timely fashion. You are often the first point of contact for people wanting to learn more about the Church and its services. You organize the office to ensure data and records are available and secure.

Specific Accountabilities

  1. You provide administrative support for the congregation, specifically the Minster, other worship team members, the Executive, and the Unified Board. A significant amount of time will be devoted to data entry associated with the bulletin preparation and the power point presentation for Worship services.
  1. Act as a significant member of Hillhurst’s hospitality team, answer phone calls, email or talk to people one on one directing queries as required. You provide support to people from the street who request help from the office (e.g. some food, bus tickets, etc.)
  1. Control Hillhurst’s wedding calendar, take bookings, control deposits and meet and keep contact with those wishing to be married in our Church.
  1. You support the minister in providing services such as funerals, baptisms, transfers of membership and confirmations.
  1. Interact with tenants and prospective tenants. Provide information to the designated Property Committee member with regard to rentals and proposed rentals.
  1. Assist with workshops and courses ensuring space and refreshments are available when required. Be a resource for people using our Church.
  1. General duties required to maintain an office and other duties as may be required.

Qualifications Skills and Attributes Required.

  • Keeps Confidences
  • Strong interpersonal skills
  • Organized and detail oriented
  • Able to work in a team environment and create an atmosphere of Hospitality
  • A resource person who can help people get what they need
  • Ability to use Microsoft Office including Power Point
  • Ability to use Microsoft Publisher
  • Skill in Website Management an asset

Spiritual Gifts Used in this Role Include:

  • Administration
  • Hospitality
  • Helping

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