Heart&Anchor

Background

St Augustine’s has had a part-time Administrator for 30 plus years. Andrea, our last Administrator, left at the end of October. Rosy Fairhurst, who came as Incumbent to the Benefice in September 2018 gets a grant of a day a week towards support because of her ADHD. This condition means that she struggles with project planning and administration, so the Administrator needs to be aware of this and willing and able to support appropriately. Currently half of this grant is going towards comms support, but the other two days a month could be extra hours for the new Administrator. St Clement’s, our sister church in the Benefice has just started contributing to the cost of the post, recognising that a lot of the administrator’s work benefits them too. 

Aim of the Role

• To provide effective administrative support to support the smooth running of the life and ministry of St Augustine’s and where appropriate St Clement’s

• To be a welcoming first point of contact for people, representing the public face of the parish on the phone, online and face to face – particularly in relation to bookings of different kinds

• To work collaboratively as part of a team, supporting and liaising with others, eg Wardens, Readers, Youth Worker, Comms people, musicians, volunteers in the office, to ensure integrated working across the parish

• To support the Vicar by checking in on progress of key tasks and assisting where possible

 

Range of Duties

 

Office:

• To lead the day to day running of the church office in co-operation with the leadership team

• To provide efficient general administrative support such as photocopying, filing online and hard copy, word processing, desktop publishing services

• To deal with incoming phone calls and email and assist with incoming correspondence.

• To communicate with people by letter, email and phone on behalf of the Vicar

• To ensure completion of official returns eg weddings, funerals, parish statistics

• To maintain an effective and accessible system for storing data and keeping calendars up to date

• To be responsible for the church database, ensuring that the church is compliant with data legislation and to keep the parish directories updated.

• To take minutes of meetings, distributing agendas and supporting papers as and when required

• To ensure that the financial systems are implemented

• To order items for the office and churches as necessary.

 

Services and church events:

• To assist with the smooth running of the weekly services and occasional offices:

• To assist with compiling and distributing rotas

• To engage in the production of service orders as required

• To co-ordinate planning for special church events and services (publicity, catering, team roles, booking venues, equipment etc.)

• To assist with event planning such as parish weekends 

• To provide admin support for Baptisms, Weddings and Funerals

 

Communications:

• To keep the church website updated, in collaboration with our Webmaster

• To ensure that social media and digital platforms are being used effectively

• To oversee the publication of the weekly church news sheet

• To send press releases to the T&A and Diocese e-news as necessary

• To collect church photos for use in publicity

• To produce leaflets and to oversee the design, purchasing and display of banners, posters and fliers

• To maintain the administration of the church digital account

 

Bookings:

• To be responsible for the promotion and booking of community spaces

• To take bookings and handle t&cs, deposits, invoices, receipts

• To arrange with caretakers for the opening and closing of buildings

• To manage the financial control of the bookings

• To manage publicity for the hiring out of public space at church and in the halls.

 

Whilst this is a long list of current tasks, and some are more occasional than others, it is not exhaustive, and these duties may evolve as we develop  work to the strengths of the person appointed.

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Please Download Application package, include: Person Specification, Application Form and Context paper for Appointment of Administrator

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