Job Description:

Partnership Administrator for Ringwood and Fordingbridge RC Parishes.

Purpose Of Role

To provide a full confidential administrative and secretarial service to the Parish Priest and the Parish, providing a sympathetic and efficient focal point for enquiries and administrative support

Location: At either parish, according to the wishes of the priest and by agreement.

Hours of work-per week– 8 of work per week days to be agreed

Line Manager: Parish Priest, Chair Of Finance (when required)

Main Responsibilities

Provision of full administrative/secretarial support to the Parish Priest, including dealing with mail, e-mail, telephone calls, online diary management, filing and taking and dealing with messages as appropriate-in all cases suggesting action to the appropriate person, or handling matters themselves wherever possible.

Routine Parish Administration and facilitation, including (but not exclusively) :-

  • Keeping of the parish calendar, including appointments, events, and bookings
  • Keeping or coordinating* the production of parish rosters e.g. readers lists, altar cleaning, church flowers etc.
  • Ordering of supplies, including liturgical supplies and office supplies.
  • Addressing any issues with presbytery tenant and dealing with the managing agent
  • Coordinating* the maintenance of the financial records of both parishes and ensuring the payment of all invoices
  • Arranging payment of all approved expenses and monies collected for third parties.
  • Coordinating* the counting and banking of parish monies each week.
  • Coordinating* of maintenance and servicing contracts of the two churches, their grounds and associated buildings e.g. liaising with contractors regarding the electronic doors at Ringwood Church, arranging fire safety checks as required and liaising with the Grounds maintenance companies.
  • Maintaining the Parish databases.
  • Keeping parish registers for baptism, first communion, confirmation, marriage, reception and deaths and preparing certificates or providing information from these registers.
  • Coordinating* or producing the production and weekly distribution of the joint parish newsletter.
  • Preparation of Mass sheets for special occasions, such as Christmas and Easter.
  • Other duties as agreed with the parish priest

* Some duties may continue to be carried out by volunteers according to the agreement of the parish priest and parishioners concerned.

Main Internal Contacts: Parish priest, Chairs of the Local Parish Councils and the Finance Committees of both parishes, Parishioners (including those who may be vulnerable and have additional needs), The Diocese, other Clergy members from the Avon Stour Pastoral Area

Main External Contacts: undertakers, contractors, maintenance companies

The post holder will be subject to a DBS check and will be asked to complete a short Safeguarding and Vulnerable Adult training course in accordance with the Diocese guidelines.

Experience and Qualifications required for role:

Experienced administrator with excellent, interpersonal, time management and prioritisation skills. Computer literate, skilled in word processing, spreadsheets, desktop publishing and datamanagement as well as use of the internet and good all-round office skills.

Excellent communication skills to promote effective interaction between clergy, area administrators (EST), parishioners and parish councils (LPC).

Personal Attributes

Sympathetic to the Ministry and Mission of the Catholic Church.

Self-motivated and flexible, with the ability to work on own initiative and judgement . Diplomatic, discreet with sympathetic nature and emotional resilience.

Ways Of Working

Regular weekly meetings with Parish priest to plan, agree action required and to discuss any issues of concern

Signed………………………………………………………… (Job Holder)

Date………………………………

Signed………………………………………………………… (Line Manager)

Date……………………………..