St Columba’s Parish, Ballarat North

PARISH CENTRE

306 Gregory Street, Ballarat North Vic 3350

Telephone 5331 7131

Email:

ABN: 27 110 890 776

Parish of St. Columba’s, Ballarat North

Position Title: Parish Secretary/Payroll/Bookkeeper

Job Statement

Purpose:

• To provide welcome and assistance to people visiting the Parish Office

• To provide confidential, efficient and effective secretarial and administrative support for the St.

Columba’s Team

• To ensure the smooth running of the Parish Office in all the areas outlined below.

Key Responsibility Areas

  • Provide secretarial and office support services in the Parish, including preparation of correspondence, weekly Church notice sheet, maintenance of records and an orderly office, receiving telephone calls, welcoming visitors, preparing weekend power point presentations.
  • Actively support the Pastoral Leader, leaders of various committees and priest in residence in the day-to-day operation of the parish andtake responsibility for a wide range of administrative tasks with the objective of ensuring efficient and seamless administration, a strong pastoral focus in the parish, with respect for discretion and confidentiality.
  • Maintain the parish accounts, and bring them to financial statement stage, monthly bank reconciliation, manage the planned-giving program, report to the ATO i.e. Quarterly BAS and annual reporting.
  • Payroll and all reporting required i.e. monthly Superannuation Reporting and payment and Annual Payment Summaries.
  • Develop and maintain sound working relationships with other parish workers, be they employees or volunteers.
  • Maintaining documentation and record keeping of Baptisms, Confirmations, Marriages and Funerals.
  • Meeting and greeting of visitors in a friendly and efficient manner.
  • Providing assistance to enquiries regarding Weddings, and other Sacraments as necessary.
  • Managing stationary supplies, and ensuring office equipment is in good working order.
  • Liaising with service provider’s repairs and maintenance of Parish facilities including liaison with tradespersons, cleaners and other suppliers/contractors to the Parish.
  • Participation at Parish team meetings as required.
  • Acting as Minute Secretary for the Parish Leadership Team at their monthly meetings.

Inter-relationships:The Parish Secretary interacts with the following internal and external groups:

  • Supervising Priest
  • Leadership team
  • Pastoral Leader
  • Parish volunteers, Parishioners and the Primary School
  • Other Parishes and agencies in the Diocese of Ballarat

Terms and Conditions

Terms and Conditions of employment are in accordance with the Diocese of Ballarat “Conditions of Employment”

Hours per week = 14 spread over one week as mutually agreed

Performance Management

The performance of the Parish Secretary will be assessed on a regular basis having regard to:

  • Performance on the key responsibilities and attributes for this role
  • Service levels and the level of satisfaction expressed by key stakeholders
  • Ability to develop and maintain a professional working relationship with the Supervising priest, leadership team and Pastoral Leader.

Qualifications, Skills and Experience

Experience in providing a range of secretarial and office management services.

  • High computer literacy, with a working knowledge of Microsoft’s Office suite applications, and preferably a modern accounting package.
  • Well-developed bookkeeping skills.
  • Ability to relate to a variety of people, develop sound working relationships, work with a spirit of generosity and achievement in a team environment.
  • Ability to work to deadlines and be attentive to detail and quality service provision.
  • Energetic and highly-motivated with initiative and capacity to work with a minimum of supervision.
  • Well-motivated to work for the Church and ideally possess a strong commitment to its practices and values.
  • Current Working with Children’s Check and Police Check
  • Additional Information can be obtained by contacting the Parish Office on 5331-7131

Email Letter of Application and current CV (to include one professional referee and one personal referee)to by the close of business on Friday 14 October.

THE WHOLE OF LIFE BELONGS TO GOD

We are Eucharistic People, who love, pray, serve, hope and follow Jesus