Parish Secretary

**Overall Job Purpose**

Are you an experienced Administrator with secretarial, bookkeeping and accounts knowledge, looking for a role where your skills can make a real difference?

St Swithun Wells Parish is seeking a Parish Secretary.

This is a part-time permanent role, working 15 hours per week over 3 days. Work pattern to be agreed at interview.

This role is based at The Holy Cross, Parish Office, 53 Leigh Road, Eastleigh,SO50 9DF.

The Parish Secretary provides comprehensive administrative and organisational support to the Parish Priest and Parish Finance Administrator, to ensure the smooth day to day operations of the parish.

The postholder is expected to foster a professional, welcoming, and efficient parish environment for parishioners, volunteers, and visitors.

This is an exciting time to join our friendly, busy, and supportive team as we implement our 10-year Mission Plan, shaping the future of our Diocese and the communities we serve.

Covering Hampshire, Berkshire, South Oxford, and the Channel Islands, our Diocese is home to 87 parishes and 50 schools, serving over 27,000 practising Catholics and supporting 32,000 children and their families. Our work is both challenging and deeply rewarding, offering the opportunity to be part of something truly meaningful.

Employees working in parishes are formally employed by the Diocese of Portsmouth and must comply with all diocesan policies and procedures, as well as those related to local arrangements specifically authorised by the Parish Priest.

**Parish Secretary - Job Description**:
**Main Duties**

**General Administration**
- Provide administrative support to the Parish Priest and clergy.
- Maintain and update parish records, including PAMIS parishioner databases, sacramental registers, and schedules.
- Prepare and distribute the weekly Parish Newsletter and other parish communications, including updating the website.
- Manage diaries and appointments for the Parish Priest, Assistant Priest, and pastoral visits.
- Order and maintain supplies for the presbytery, office, churches, and halls.
- Assist in coordinating pastoral activities and parish events.
- Ensure all registers are up to date and maintain accurate documentation for sacraments.
- Support parish groups and sacramental preparation programs, including managing course materials.
- Coordinate funeral and wedding bookings, including diary management and invoicing.
- Complete property administration tasks in conjunction with the Parish Finance Administrator and Diocese Estates Team.

**Hall Booking & Facility Coordination**
- Manage the parish hall booking calendar and liaise with the Parish Finance Administrator to ensure appropriate hire agreements and invoicing.

**Parish Communication & Liaison**
- Support the Parish Priest in coordinating meetings, events, and pastoral initiatives.
- Ensure effective communication between the parish and diocesan departments, submitting reports and compliance documents as required.

**Sacramental & Liturgical Support**
- Schedule and coordinate baptisms, weddings, funerals, and other sacramental celebrations, ensuring all necessary documentation is completed.
- Organise rotas for altar servers, readers, Eucharistic ministers, and other liturgical ministries.
- Prepare mass sheets and liturgical documents for Christmas, Easter, and other key celebrations.
- Mass Intentions and Allocation of Offerings received.

**Governance & Compliance**
- Ensure compliance with data protection regulations (GDPR) and maintain secure and well-organised records.
- Assist in implementing diocesan policies, including safeguarding procedures and governance protocols.
- Process Annual Pastoral Statistics and Annual Mass Counts.

**Other Responsibilities**
- Work collaboratively with parish volunteers, offering support and training where required.
- Undertake other reasonable ad-hoc tasks as requested by the Parish Priest.

**Professionalism & Values**
- Uphold and promote the ethos and values of the Catholic Church.
- Work collaboratively with clergy, employees, and volunteers to support the parish mission.
- Foster a welcoming and professional parish environment for all.
- Maintain confidentiality and discretion in all aspects of the role.

**Parish Secretary - Person Specification**

**Competence, Expertise and Knowledge**:
**Essential**:

- IT proficiency, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and database management.
- Strong organisational skills, with the ability to prioritise multiple tasks effectively.
- Excellent written and verbal communication skills, ensuring professional interaction with parishioners and external stakeholders.
- Previous administrative experience, in a busy office with a keen eye for detail and accuracy.
- Valid UK Right to Work.

**Desirable**:

- Familiarity with the Catholic Church, its teachings, and liturgical practices.
- Experience working in a parish, charity, or faith-based environment.
- Knowledge of saf