Administrator St James Church Poole
Our lovely administrator is leaving, so we are seeking to appoint a new part time administrator to assist the Rector and wardens and administer our busy church office. This role is based at St James Office for 20 hours a week, the working hours divided between Monday to Friday mornings.
We are seeking someone:
A job description and person specification is available below:
If you require more information, then you can speak to our Rector Lucy Holt on 077134 90076
Please apply by forwarding your CV and covering letter to our Rector Canon Lucy Holt at [email protected]
Closing date for application Monday 8th April, interviews provisionally Wednesday 10th April
Please note this post is subject to a Disclosure & Barring Service (DBS) check
Our lovely administrator is leaving, so we are seeking to appoint a new part time administrator to assist the Rector and wardens and administer our busy church office. This role is based at St James Office for 20 hours a week, the working hours divided between Monday to Friday mornings.
We are seeking someone:
- With excellent interpersonal skills
- A skilled organiser who is self-motivated and adaptable
- Able to work on their own as well as with others
- Competent at using Microsoft Office, email and the internet
A job description and person specification is available below:
If you require more information, then you can speak to our Rector Lucy Holt on 077134 90076
Please apply by forwarding your CV and covering letter to our Rector Canon Lucy Holt at [email protected]
Closing date for application Monday 8th April, interviews provisionally Wednesday 10th April
Please note this post is subject to a Disclosure & Barring Service (DBS) check
JOB DESCRIPTION
JOB TITLE Administrator for St James Church Poole
RESPONSIBLE TO The Rector and Churchwardens
KEY PURPOSE To administer the efficient and effective operations of the church office at St James Poole, to provide direct support services to the Rector and Churchwardens, and to organise and manage bookings of the Church and Church centre at St James
KEY ROLES:
Key role A Ensure effective and efficient operation of the office at St James Church
A.1 Ensure administrative processes are carried out as effectively as possible
A. 2 Meet at least weekly with the Rector to share the past week and to ensure that developments and problems are being addressed and solved.
A. 3 Forward plan future tasks, and follow up issues raised at meeting with Rector, recording and sharing outcomes as necessary and maintaining records appropriately
A. 4 Deal with telephone enquires and liaise with others as necessary
A. 5 Manage callers to church office and casual church visitors, liaise with others as necessary to facilitate this.
Key role B Manage bookings and co-ordination of Baptisms, Weddings and Funerals at St James Church
B. 1 Offer initial advice on enquiry concerning the occasional offices (Baptism, Weddings, Funerals)
B. 2 Manage direct bookings including ensuring paperwork is held and legal status’ obtained
B. 3 Follow through wedding processes including ensuring banns are read and fees taken
B. 4 Book and liaise with vergers, organist and bell ringers for these services
B. 5 Support the Rector in planning preparation events
B. 6 Prepare marriage and baptism register and all certificates
B 7 Ensure marriage returns are completed and sent to the Registrar
Key role C Provide direct support services to the Rector, Churchwardens and Ministry team
C. 1 Maintain the Church electronic diary
C. 2 Provide secretarial assistance as required
C. 3 Edit and print Sunday service sheets
C. 4 Liaise with other members of the Church and outside agencies as necessary
C.5 Arrange rota of volunteers for Church services
C.6 Assist Churchwarden on online faculty applications
C.7 With wardens arrange visits of workmen to do specific tasks
Key role D Manage hire of the Church, Managing office – telephone enquires, bookings of occasional offices, church centre
D. 1 Manage the diary of Church bookings
D. 2 Arrange and conduct viewings, take bookings and deposits
D. 3 Invoice hirers and follow up non payment
D. 4 Liaise with verger for set up needs and access arrangements for hirers
Key role E Maintain communication and publicity for church events and services
E. 1 Produce weekly notice sheet
E. 2 Liaise with website developer over issues to be communicated via website
E. 3 Send out email notices as appropriate
E. 4 Ensure external notice boards are up to date
E. 5 Design publicity using online software
E. 6 Schedule social media publicity
F.1 Act as DBS Verifyer
F.2 Liaise with safeguarding officer on training needs of new volunteers
F.3 Support Safeguarding officer in regular audit of DBS checks and training requirements
PERSON SPECIFICATION
EXPERIENCE AND QUALIFICATIONS
This post requires an able and efficient administrator who is happy to work proactively. A self-starter who can manage and prioritise their own work, and be prepared to take some day to day decisions. A person who is adaptable and who is able to work flexibly. We require good written and verbal communication skills and a candidate with excellent interpersonal skills, capable of relating well to a wide range of people.
Experience of working in an office environment, ensuring the work gets done and of maintaining the confidential nature of sensitive information, record keeping, planning and organising events. Experienced in using Microsoft Office
PERSONAL COMPETENCES AND ATTRIBUTES
Totally Confidential
Tact and discretion
Planning and organisational skills
Ability to prioritise and organise self and others
Be flexible to change
Communication skills – verbal and written
Excellent telephone manner
Effective personal relationships
Proven ability to take initiative
Good sense of humour
A strong Christian commitment and a desire to see the Church grow
Notes:
JOB TITLE Administrator for St James Church Poole
RESPONSIBLE TO The Rector and Churchwardens
KEY PURPOSE To administer the efficient and effective operations of the church office at St James Poole, to provide direct support services to the Rector and Churchwardens, and to organise and manage bookings of the Church and Church centre at St James
KEY ROLES:
Key role A Ensure effective and efficient operation of the office at St James Church
A.1 Ensure administrative processes are carried out as effectively as possible
A. 2 Meet at least weekly with the Rector to share the past week and to ensure that developments and problems are being addressed and solved.
A. 3 Forward plan future tasks, and follow up issues raised at meeting with Rector, recording and sharing outcomes as necessary and maintaining records appropriately
A. 4 Deal with telephone enquires and liaise with others as necessary
A. 5 Manage callers to church office and casual church visitors, liaise with others as necessary to facilitate this.
Key role B Manage bookings and co-ordination of Baptisms, Weddings and Funerals at St James Church
B. 1 Offer initial advice on enquiry concerning the occasional offices (Baptism, Weddings, Funerals)
B. 2 Manage direct bookings including ensuring paperwork is held and legal status’ obtained
B. 3 Follow through wedding processes including ensuring banns are read and fees taken
B. 4 Book and liaise with vergers, organist and bell ringers for these services
B. 5 Support the Rector in planning preparation events
B. 6 Prepare marriage and baptism register and all certificates
B 7 Ensure marriage returns are completed and sent to the Registrar
Key role C Provide direct support services to the Rector, Churchwardens and Ministry team
C. 1 Maintain the Church electronic diary
C. 2 Provide secretarial assistance as required
C. 3 Edit and print Sunday service sheets
C. 4 Liaise with other members of the Church and outside agencies as necessary
C.5 Arrange rota of volunteers for Church services
C.6 Assist Churchwarden on online faculty applications
C.7 With wardens arrange visits of workmen to do specific tasks
Key role D Manage hire of the Church, Managing office – telephone enquires, bookings of occasional offices, church centre
D. 1 Manage the diary of Church bookings
D. 2 Arrange and conduct viewings, take bookings and deposits
D. 3 Invoice hirers and follow up non payment
D. 4 Liaise with verger for set up needs and access arrangements for hirers
Key role E Maintain communication and publicity for church events and services
E. 1 Produce weekly notice sheet
E. 2 Liaise with website developer over issues to be communicated via website
E. 3 Send out email notices as appropriate
E. 4 Ensure external notice boards are up to date
E. 5 Design publicity using online software
E. 6 Schedule social media publicity
F.1 Act as DBS Verifyer
F.2 Liaise with safeguarding officer on training needs of new volunteers
F.3 Support Safeguarding officer in regular audit of DBS checks and training requirements
PERSON SPECIFICATION
EXPERIENCE AND QUALIFICATIONS
This post requires an able and efficient administrator who is happy to work proactively. A self-starter who can manage and prioritise their own work, and be prepared to take some day to day decisions. A person who is adaptable and who is able to work flexibly. We require good written and verbal communication skills and a candidate with excellent interpersonal skills, capable of relating well to a wide range of people.
Experience of working in an office environment, ensuring the work gets done and of maintaining the confidential nature of sensitive information, record keeping, planning and organising events. Experienced in using Microsoft Office
PERSONAL COMPETENCES AND ATTRIBUTES
Totally Confidential
Tact and discretion
Planning and organisational skills
Ability to prioritise and organise self and others
Be flexible to change
Communication skills – verbal and written
Excellent telephone manner
Effective personal relationships
Proven ability to take initiative
Good sense of humour
A strong Christian commitment and a desire to see the Church grow
Notes:
- This post is subject to a Disclosure & Barring Service (DBS) check
- There will be a three month probationary period at the commencement of employment
- The notice period is 4 weeks
- Salary will be paid monthly