ADVERT PART TIME PARISH ADMINISTRATOR 10 HRS PER WEEK (2 HOURS PER DAY MONDAY TO FRIDAY.) TEMPORARY CONTRACT (ROLE & HOURS TO BE FULLY REVIEWED AFTER 6 MONTHS) £17,901 FULL TIME EQUIVALENT  

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Carry out and facilitate the day-to-day administrative operations of the church in close co-operation with the Vicar and the Officers of the church. To be a key face and voice of the church to the wider community within the 3 parishes, from answering the phone and office door to booking Baptisms, Weddings, Funerals and other occasional services and managing lettings of the Church rooms, Have the ability to work in an ever-changing environment, where multitasking, sound decision making, self-motivation and discretion are essential. Equally the post-holder will need confidence and proven organisational, financial, communication and interpersonal skills.

Closing Date: 18th March 2018 Apply to: [email protected]

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JOB DESCRIPTION Role Title: Parish Administrator. Supporting the Priest in Charge (vicar) of the three Parishes of Edwinstowe, Perlethorpe and Clipstone.

Main Purpose of Role: To release the vicar and spiritual leaders for the work to which they have been called and appointed by taking as much day-to-day organisational work as is possible off them to free them for their priorities of leadership, prayer, teaching and outreach To share in the vision of the church by enabling the growth we pray for by ensuring that our systems are working in the very best way, that members can have confidence in our organisational ability, and that visitors will be dealt with in a style that matches the values of the gospel we proclaim To be a key face and voice of the church to the wider community within the 3 parishes.

Key Skills: Have the ability to work in an ever-changing environment, where multi-tasking, sound decision making, self-motivation and discretion are essential. Equally the post-holder will need confidence and proven organisational, financial, communication and interpersonal skills. Completes all annual, monthly and weekly tasks in an efficient and timely manner. Working closely with all church staff, wardens, church officers and volunteers, the post holder should also be comfortable with working alone. The role will suit someone who is sympathetic to and familiar with the church’s ministry, who is confident relating to a wide range of people, who has strong organizational and IT skills, ideally including social media and who can work flexibly.

Responsible to: Priest in Charge Location: Parish Office, Unit 1 Church Farm Business Centre, Edwinstowe NG21 9NJ Hours: 2 hours per day Monday to Friday (Flexible but to be consistent and published)

Working Relationships (both internal and external):  Working closely with the Vicar and the Church Wardens of each Parish  Other elected roles i.e. Secretaries and Treasurers  Parish Volunteers  Members of the public  Community Organisations

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Principal Responsibilities and tasks: 1) Always a) Provide general administrative support to the Vicar, Lay Ministers (Readers) and retired Clergy, Wardens and Treasurer b) Acting as first point of contact for all enquiries whether in person, or by phone, post, e- mail etc; ensuring they are dealt with politely and professionally and followed up by appropriate action c) Administer the church diary, arranging appointments and ensuring all bookings are entered, opening the post, answering the telephone and dealing with emails d) Maintain up to date filing in all practices within the office e) Ensure a safe and clean working environment within the office f) Maintain records of keys issued for all church premises 2) Annual a) Administer DBS checks for volunteers, ensure three-year update system for all b) Co-ordinate Marriage Preparation Meeting to include sending invitations and organising catering. c) Co-ordinate Annual Remembering Service in November, issuing invitations to recently bereaved and memorial book contacts. d) Administer memorial book enquiries and arrange its annual update e) Manage copyright licence applications and requirements f) Annual review of General Data Protection Rules to assist in Maintaining compliance. 3) Quarterly a) Collating and issuing the rotas under the direction of the Vicar or church wardens b) Deal with statutory documents, registers, certificates and applications; and ensuring that church records are kept up to date (e.g. register of baptisms, marriage banns, record of fees) 4) Monthly a) Order supplies for church ministry including stationery, office, communion supplies. b) Oversee the maintenance of equipment in the Church Office and assist with the purchase of office equipment. c) Maintain petty cash record 5) Weekly a) Notice sheet: Update, adding readings, hymns, prayer list, upcoming events etc. in conjunction with the vicar. Edit and produce drafts for revisions by Thursday. Duplicate and fold. Collate with inserts as necessary. b) Reminders: Email reminders during the week to those participating in Sunday services: Welcoming, Reading, Intercessor, Chalice, Coffee. Provide large print version of readings for the lectern c) Parish website: Update as needed with fresh content, documents, photo, and other information. Keep weekly information fresh. d) Take phone calls, emails from people interested in hiring the Church Rooms, send hire forms and information by email if possible, maintain record of returned forms. Occasionally accept payment. Liaise with Church Rooms committee members. e) Ensure the collation and printing of items such as booklets, posters, leaflets etc. for church services, seasonal events, meetings, the weekly notice sheet. 3

6) Baptism Specific a) Take phone calls, emails from people interested in baptism, send forms and information by email if possible, check legalities and maintain record of returned forms. b) Co-ordinate arrangement of time, location, date with Clergy and family. c) Ensure candles, gifts etc. are ordered and available d) Manage dates for follow up communication and invitation to future events 7) Wedding Specific a) Take phone calls, emails from people interested in marriage, send forms and information by email if possible, check legalities for identity and qualifying connection and maintain record of returned forms. b) Co-ordinate arrangement of time, location, date with Clergy and couple plus organist and verger. c) Issue Qualifying Connection Passport (if applicable) and confirm the dates for date and time of i) Wedding Preparation ii) Banns to be read iii) Rehearsal to take place iv) Final payment to be received. d) Co-ordinate preparation of Marriage Certificate and Banns Register and Marriage Registers ready for signature by Vicar in Church e) Manage dates for follow up communication and invitation to future events

8) Funeral Specific a) Co-ordinate funeral bookings from undertakers b) Agree time, date, location and fees with Funeral Director, clergy, organist and verger. c) Issue details of opportunity to purchase memorial book entry d) Manage dates for follow up communication and invitation to future events

9) This list of responsibilities is not intended to be exhaustive and is subject to regular review in consultation with the vicar and/or church wardens.

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Relevant Qualifications and Experience required: Essential:          

Excellent administrative skills and proven organisational ability Self-motivated, proactive and willing to take responsibility Safeguarding Awareness (training given to obtain C1 certificate) Effective written and oral communication skills Committed team player Ability to interact sensitively with a diverse range of individuals Ability to maintain confidentiality Good working knowledge of Microsoft Office including Outlook, Word, and Excel Willingness to receive training as appropriate Satisfactory Disclosure and Barring Service (DBS) check

Desirable:  

Working knowledge of the Church of England and in sympathy with its mission and aims A familiarity with google cloud based office suit (used for email and calendar and document sharing)

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The above job description has been discussed and is agreed by: Signed: ……………………………………………..…. (Postholder)

Date: …………………………

Signed: ……………………………………………..…. (Line Manager)

Date: …………………………

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