Parish Administrator and Bookkeeper

**OUR LADY IMMACULATE CHURCH**

**33 SEAMOOR ROAD, WESTBOURNE, BOURNEMOUTH, BH4 9AE**

**PARISH ADMINISTRATOR AND BOOKKEEPER**

**PART-TIME : 10 HOURS PER WEEK days and times to be agreed**

**Salary: £12 per hour**

Our Lady Immaculate, Westbourne parish have a vacancy for a part time Parish Administrator and Bookkeeper to work 10 hours per week (possibly more) to be accountable for the smooth organisation of the parish, to oversee and maintain the parish accounts (training will be available if necessary). To provide confidential administrative and secretarial support for the Parish Priest, and the Parish, providing a sympathetic focal point for enquiries and efficient administrative support. To manage hall bookings in liaison with Parish Priest and to see that all current diocesan policies concerning health and safety and safeguarding are implemented within the Parish.

To attend Diocesan Training Days for Administrators.

**Experience and qualifications required for role**:

- Experienced Administrator with excellent secretarial, interpersonal, time management as well as excellent internet and all-round office skills.
- Computer literate (word-processing, spreadsheets, data management, and internet.
- Knowledge of FINSYS (training available) Bookkeeping (BACS payments etc).

**Personal attributes**:

- Self motivated with the ability to work without supervision, taking initiative and judgement, able to work under pressure, deal with conflicting demands and differing personalities.
- Diplomatic, discreet with a sympathetic nature and emotional resilience
- To be available when requested by Parish Priest to attend evening meetings whenever possible.
- To be supportive of the Mission and Worship of the Holy Catholic Church.

**Interview date**:8 August 2023

**Proposed start date**:4 September 2023

**A Covering letter**: Please tell us how your motivation, values, skills, experience, and personal qualities demonstrate your suitability for the role (around 500 words) and why you would like to work for the Catholic Diocese of Portsmouth.

**Current CV and the details of two referees**: This should include full education and employment history (including dates, with no gaps left unexplained). Please include your current or most recent employer as one of your referees.

**JOB DESCRIPTION**

Line Manger: Parish priest

Routine parish administration:
Ordering of supplies as requested by the priest

Managing hall bookings: invoicing regular Hirers and One-Off Bookings, supervising cleaning and maintenance of the buildings.

Booking and coordinating repairs/ routine maintenance with contractors and grounds person

Updating and maintaining Parish Finance, Property and Pastoral databases FINSYS, PROPSYS and PAMIS

Paying approved parish bills and invoices as required.

Maintaining electronic and paper-based Parish and Parish Priest Diaries as required.

Preparing and circulating parish duty rosters

Preparing copies of certificates from the Parish Registers

Keeping and updating parish records, and making diocesan statistical returns

Organising paper based and electronic filing in line with GDPR requirements

Ensuring all personal data in managed in line with GDPR requirements

Responsible for parish being compliant with all Health and Safety requirements

Ensuring Licences are in date

Smooth running of the parish in all the relevant areas

Provision of assistance for Parish Groups as requested

Drafting and distribution of a weekly Parish Newsletter. Distribution of Prayers of the Faithful and Mass Announcements. Preparation of Mass sheets, as required.

Agreed timetable achieved

Carry out administration of Baptisms and funerals, ensuring all involved are kept fully informed.

Handling enquiries in the absence of the Priest wherever possible, and otherwise, ensuring enquires are passed to the appropriate person

Monthly recording of Mass Stipends, Stole fees to Priests, dealing with requests for Mass Intentions and Foundation Masses. Payment of organists.

The post holder will be asked to complete a short Safeguarding and Vulnerable Adult training course in accordance with Diocesan guidelines.

The post will involve:
Regular contact/ liaison with: Parish Priest, Parish Teams, Diocesan employees, Volunteers, Hall Users and Parishioners (including those who may be vulnerable or have special needs).

Regular Meetings with the Parish Priest to plan, agree action required and to discuss any areas of concern

The person needed for the role will be:
An experienced administrator who has excellent secretarial, interpersonal, time management and prioritisation skills.

Computer literate, skilled in word-processing, spreadsheets and data management as well as in the use of the internet and having good all-round office skills.

Some experience of Parish finances will be necessary. The role involves use of spreadsheets and day-to-day book-keeping on the PAMIS Finsys management system. (Training will be given)

Excellent com