Vicar’s PA and Church Administrator: Job Description

Main Areas of Responsibility:

1.Provision of clerical and secretarial support for the vicar:

  • Word processing and design and production of literature, printing and photocopying
  • Maintenance of databases, data protection and production of mail shots
  • Dealing with general church enquiries
  • General office duties
  • Updating website on a regular basis
  • Managing the online church diary and compiling monthly diary for magazine

2.Administration of Church services:

  • Production of service orders for special services
  • Processing Thanksgivings, Baptisms, Weddings and Funerals
  • Completion of official returns
  • Compiling and distributing rotas

3.Provision of administrative assistance to the vicar and wardens regarding the maintenance, use and security of the church building, and working with other officers to ensure that legislative requirements are met:

  • Liaising with diocese as required
  • Liaising with City Council regarding maintenance of the churchyard
  • Arranging repairs as necessary
  • Acquire and negotiate supplies and services

Keeping records of key holders

  • Liaising with Safety Officer regarding Health and Safety
  • Safeguarding policies
  • Insurance, disability requirements and VAT reclaim
  • Liaise with PCC, Churchwardens and others with specific responsibilities and update on legal requirements.

4.Communications:

  • Finalising and producing weekly communications
  • Production of flyers, posters and advertisements
  • Receive, process and distribute communications with other churches and schools as required.
  • Weekly update meetings with Vicar and Parish Hall Administrator

Person Specification

Essential / Desirable
Values / To be in sympathy with the values and mission of the Church of England, and the ethos of Belmont Parish Church
Experience / Experience of working as an assistant to a professional person / Experience of working in a church context
Have a good understanding of finance, VAT and legislative requirements.
Skills and Attributes / Have the necessary skills in office management and in working with the public.
Proven ICT skills.
Ability to work independently and as a member of a team.
Ability to plan, work and organise efficiently under pressure. / Social skills in formal and informal settings.
Demonstrable verbal and written communication skills.
Attitudes / Be self motivated and able to manage own time effectively.
Personal characteristics / Be committed to your own growth and development in the role.
Be a ‘public face’ of Belmont Parish Church.
Be able to deal with confidential enquiries with care, discretion and tact. / Be able to relate to a wide cross-section of people in a warm and welcoming manner.

Summary Terms

The post holder will work in Belmont Parish Church.

The post is offered on a 15 hour a week basis, normally 9.30-12.30 Monday to Friday.

There may be scope for varying these hours, or for negotiating for term-time only working, for the right candidate.

The hourly rate is currently £9.03, paid monthly in arrears in 12 equal instalments.

You will be entitled to 4 weeks paid holiday, plus bank holidays and closed period at Christmas, to be taken at times arranged with the vicar.

The appointment is not pensionable.

Details of application process:

Please apply by e-mail to Rosemary Pinkney () with letter of application and current CV, giving the names of two referees.

Closing date for applications: Thursday 30th January 2014. Shortlisting will be on Friday 31st January 2014 and candidates invited for interview will be contacted that day by e-mail. Interviews will be held on the afternoon of Tuesday 11th January 2014.