The Parish of Christ Church, Selly Park

Senior Parish Administrator

Job Description

Responsible to:The job holder will be employed by Parochial Church Council, and responsible to it via the Vicar and Church Wardens

Days of working:Flexible, 25 hours per week: over 5 days between 9am and 3:30pm, to include some evening and weekend meetings and Sundays.

Salary:£14,600 per annum.
Probationary Period:6 months

Deadlines:Applications due in by Thursday 23 February 2017

Background

We are an Anglican church, serving a parish in Selly Park, south Birmingham. The current building is 10 years old but our church has been on this site for over 35 years. The original building was deemed unfit for use and was therefore demolished to make way for the current purpose built church, which we have occupied since March 2008. The congregation has grown over recent years, which has led to an increase in church activities and a range of enquiries, including the hire of rooms by outside organisations .

Key Areas:

  • Helping to co-ordinate all aspects of church life.
  • To be pro-active in seeing what needs to be done to implement and co-

ordinate decisions and strategy.

  • To help the church develop better structures.
  • Recruiting, managing and motivating volunteers in admin roles.
  • Project management.
  • Involvement with strategic planning.
  • Managing the building.
  • Dealing with bookings / facilitating use of building
  • Admin support for the vicar.
  • To keep accurate and accessible records of church and parish business,
  • Ensuring confidentiality where required.

As part of the Ministry team of the church, the post-holder would attend weekly team meetings and be a member of the Extended Ministry Team.

General Office

  • Encourage, develop and manage volunteers to assist with administrative and management functions.
  • To manage the system of dealing with visitors and enquiries.
  • Manage all parish correspondence, including post and e-mail.
  • Coordinate and update a centrally held parish diary to include all church business.
  • Oversight of communications through notice sheet, newsletters and website.
  • Working closely with the vicar in supporting outreach initiatives.
  • Co-ordinate the production and distribution of publicity for festivals and special events.
  • Oversee insurance requirements and act as main point of contact with insurers.
  • Working closely with the Management Group to update policies and procedures and management of the building.
  • Recruit and train caretakers/key holders and maintain register of key holders.
  • To act as an assistant for parish clergy, staff, churchwardens and subcommittee chairs or delegate some of this work.
  • Producing and distributing a rota for those people serving at Christ Church.
  • To oversee petty cash expenditure and recording systems, working with the Finance Committee to keep accurate records.
  • Oversee the re-stocking of supplies.

Meetings

  • To attend bi monthly PCC meetings, (approximately 5-6 per year) prepare and circulate agenda and any relevant papers for the meeting, take minutes at the meeting.
  • To attend weekly Ministry Team and bi-monthly Extended Ministry Team meetings.
  • To attend bi monthly Management Group meetings, (approximately 5-6 per year) to provide an update on the general running of the building and any problem areas.
  • To attend fortnightly meetings with the vicar for regular updates, briefings, and line management.
  • To attend the annual APCM, producing and collating the report for the meeting, taking minutes at the meeting, organising the formal part of the evening, all within an appropriate timescale.

Rentals

  • To facilitate community use of the church building.
  • Dealing with enquiries, showing people around the building, formalising the booking, arranging for caretakers, and making note to inform people setting up for Sunday service.
  • Ensuring equipment is available and providing a hirers information sheet.
  • Taking payment, invoicing if necessary, keeping records of all payments including damage deposits.
  • Updating all relevant paperwork and forms relating to rentals.
  • Keep a record of all bookings in the church diary.

Building

  • To ensure the building is fit for purpose, organising repairs, maintenance, annual service services.
  • Line manage the church caretaker and any volunteer caretakers.
  • Relate to kitchen users to ensure food hygiene standards are upheld.
  • Dealing with the insurance policy and display public liability certificate.
  • Ensure meter readings are taken and submitted monthly for gas and photo-copier.
  • Communicate effectively and regularly with the PCC and Management Committee about the state of the premises, maintenance requirements, health and safety concerns etc.
  • Ensure safe and appropriate storage of all items relating to church and user activities

To undertake any other duties the Vicar or Wardens deem appropriate.

Person Specification

The successful applicant will have the following experience, skills and knowledge.

Skills

Essential

The post-holder would need to have the ability to see both detail and the big

picture.

Very good organisational skills.

Good short, medium and long-term planning skills.

Gift of leadership.

Team leadership skills.

The ability to recruit and manage people.

The ability to implement change.

The ability to think strategically.

The ability to problem solve.

Flexibility to handle interruptions.

The ability to take initiative and be proactive.

Skill at motivating volunteers.

Good interpersonal skills; a clear communicator in writing, face-to-face, and on the telephone.

A concise report writer and minute taker.

Able to prioritise work load and delegate effectively.

A ‘finisher’ who enjoys seeing a task through to completion.

Experience

Essential

Managing a professionally run office

  • Some experience of managing buildings

Managing IT systems, i.e., Microsoft Office, Excel publisher, and operating appropriate software packages

Working as part of groups and teams

Having a proactive approach to work, working using own initiative and setting priorities.

Handling confidential information

  • The ability to work under pressure at times and maintain a sense of humour
  • To be flexible with hours of work at busy times of the year
  • Taking minutes

Desirable

Administration in a church setting.

Working with community groups and the voluntary sector.

Financial administration.

Knowledge

Essential

Personnel and equal opportunity issues.

  • Knowledge of Safeguarding issues.

Data Protection Act.

Petty cash control.

Desirable

  • Experience in Desk top publishing (or equivalent) and databases.
  • Knowledge of Health and Safety issues.

Reasonable understanding of the Church of England, its role and pattern of worship and Anglican Diocesan structures.

Because of the nature of the work in supporting and representing church life in our community, the person appointed should be in sympathy with / hold shared values with our Christian ethos. The holder would, therefore, ideally have had some experience of being a member of an Anglican Church or mainline Christian denomination. Ideally, the post-holder would become a regular member of our worshipping community.

If you have any queries relating to the application please email the vicar, Geoff Lanham at: