Parish Administrator

**Huddersfield Parish Church**

**Parish Administrator**

**Job Description 2023**

Huddersfield Parish Church is a diverse Church of England Christian community and a place for communities in the heart of Huddersfield.

Part of the Inclusive Church movement, we aspire to be an open, warm and welcoming family of faith; a place where ancient tradition and modern creativity flourish together.

Our administrator is a key part of supporting our worshipping community and enabling our outreach beyond it, to our parish, town and district. We offer ourselves as a venue for public events including concerts and theatre, educational visits, exhibitions, meetings, festivals and more - offering hospitality in line with our Christian values.

The information contained in this job description and the accompanying person specification is intended to clearly lay out for both the post holder and the Church the duties of the post and how it relates to the church community.

Hours: 15 hours per week, £13 per hour. Hours to be worked over 5 days. Some flexibility but must include Friday.

Annual leave: 28.5 days pro rata inclusive of Bank Holidays.

**Responsibilities of the Post**

1. To be responsible for providing efficient secretarial and reception duties for the Church and its staff.

2. To be responsible for producing Church publications, including, but not restricted to service booklets, news sheets, advertising materials and communications.

3. To be responsible for the day to day financial administration including payment of invoices, staff payroll, recording income and expenditure and monitoring cash flow. To maintain the financial accounting system (computerised) and to work with the treasurer on all financial matters.

4. To administer maintenance contracts and liaise with internal and external contacts regarding the maintenance of the church.

The post holder is directly responsible to the Vicar and the

Churchwardens and is currently line managed by the Vicar. Line

Management may be delegated.

The post holder is expected to make day to day decisions in the planning and organising of the Church and the Parish Office. Decisions which are complex in nature should be referred to the Vicar or a

Churchwarden for discussion and feedback.

**Responsibility for Assets.**

1. The post holder must comply with the Data Protection legislation when dealing with personal information, however held.

2. The post holder is responsible for all equipment used in undertaking the post and its care and maintenance.

3. The post holder is responsible for arrangements for the opening and closing of the Church. Particularly in the absence of the Clergy and /or the Caretaker.

**Duties**

Parish Office

1. To be responsible for providing efficient reception of visitors, those carrying out work at the church and all communications with the church.

2. To monitor and act upon all communications written and electronic.

3. To be responsible for the production or arrangement of, all Church publications and materials used in services. To work alongside others to ensure timely production.

4. To produce and publish materials on social media, parish website, and for use with internal digital signage.

5. To be responsible for purchasing all office supplies and other items when requested to do so.

6. To be responsible for the payment of bills and being a co
- signatory.

7. To support the PCC and its sub committees in the distribution of minutes, reports and communications, and to attend meetings when requested by the Clergy or Churchwardens.

8. To maintain confidential data in an appropriate and secure manner.

9. To maintain a central diary for room bookings, clergy movements and all activities requiring the use of the building.

10. To monitor the Church via CCTV. To take appropriate action to avoid theft or damage to the Church and its property.

Buildings

1. To ensure that the heating system and CCTV are working and are programmed correctly.

2. To be responsible for regular servicing by contractors of:

- boiler/clock/fire extinguishers/gutter maintenance/emergency lighting/fire alarm

3. To be responsible for overseeing cash flow from property rentals and insurance of all properties. Ensure that rent reviews are undertaken and the liaising with tenants.

Health and Safety

To work with the Clergy, Churchwardens and the Health and Safety officer to ensure that all practices and procedures are adhered to and appropriately recorded.

Safeguarding

To work with the Clergy, Churchwardens and Parish Safeguarding

Officer (and Deputy) to ensure the office is operating within its safeguarding policy and procedures, particularly in regard to the keeping of confidential records and the risk assessment/safeguarding compliance of internal and external building users.

Financial

1. To assist the treasurer to carry out his/her duties

2. To keep updated the computerised accounting system

3. To record giving envelopes and ensure they are available