Parish Administrator

**St Michaels Parish, Tadley incorporating St Oswald’s Church, Burghfield Common**

**Parish Administrator**

**Part time: 15 hours per week**

A vacancy has arisen for a Parish Administrator to work for 15 hours per week to be accountable for the smooth organisation of the parish and 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.

**Hours of work**:
Part time post 15 hours per week, days and times to be agreed for a salary of £12.50 per hour.

**Experience and Qualifications required for role**:

- An experienced administrator with excellent secretarial, interpersonal, time management and prioritisation skills.
- Computer literate, skilled in word-processing, spreadsheets and data management as well as excellent internet and all-round office skills.
- Excellent communication skills to promote effective interaction between clergy, area administrators and parishioners.
- Management of the parish halls at the present time while consideration is given to this task.
- Knowledge of parish and diocesan organisation structure (desirable).

**Personal Attributes**:

- Self-motivated with the ability to work without supervision: taking initiative and using judgement; able to work under pressure, cope with change and deal with conflicting demands and differing personalities.
- Diplomatic, discreet with a sympathetic nature and emotional resilience
- Sympathetic to the Ministry and Mission of the Catholic Church.

**Interview date**: TBC

**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**

Purpose of role: to be accountable for the smooth organisation of the parish and 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.

Based at: The presbytery, St Michaels Church, Bishopswood Road, Tadley, Hampshire, RG26 4HG

Hours of work: 15 per week (days and times to be negotiated with the Parish Priest but ideally divided between Tuesday to Friday).

Line Manger: Parish priest

Main responsibilities

Standards expected/How achievement measured

Feedback from (and to) the Parish Priest

at regular meetings

Routine parish administration:

- Ordering of supplies as requested by the priest, deacon or sacristans
- Co-ordinate list of sick and housebound parishioners
- Managing hall bookings: invoicing regular Hirers and One-Off Bookings, supervising cleaning and maintenance of the buildings. Current requirement for this but consideration will be given to this task.
- Booking and coordinating repairs/ routine maintenance with contractors and grounds person
- Updating and maintaining Parish Finance, Property and Pastoral databases (e.g. FINSYS)
- 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

To be agreed

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.

Feedback from priest and those associated

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

Enquiries do not have to be made a second time

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

**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

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