St Matthew’s Bethnal Green
Part-time Parish Administrator
Job Description and Person Specification
St Matthew’s Bethnal Green is looking for a reliable, responsible administrator to join our team. We are a Church of England parish in Central London. This is a permanent position subject to a 3-month probationary period.
This job will include:
- working closely with the Rector for the smooth running of the church.
- co-ordinating the hires of the church, both regular and one-off.
- advertising parish events, in print and on the internet.
- overseeing church communications
- completing regular paperwork for occasional offices, church statistics, and Parish Council meetings
- compiling and printing service sheets
- working with the church Treasurer (volunteer) and Bookkeeper (employee) to make sure financial records are processed in a timely manner.
- handling e-mail and telephone inquiries.
- giving access to routine maintenance visitors (e.g. fire extinguisher inspector, boiler inspector).
Please see the attached job description for more details.
Office space, computer and internet access are provided within the church building itself.
This post is line managed by the Rector. It is part time, for a total of 16 hours per week. This may be worked over two days, or potentially over more than two after discussion with the Rector.
Remuneration and Holidays
- This post will be paid £10 - 12 per hour dependent on experience
- Holidays will be provided at 28 days FTE
If you have any questions about this role, or would like an informal conversation with the Rector about it, please ring 0208 109 0644 or e-mail email@example.com.
To apply for this post, please send a covering letter setting out your reasons for applying and attach a copy of your CV. These should be sent to firstname.lastname@example.org, or posted to:
St Matthew’s Rectory, Hereford Street, London E2 6EX.
Deadline for application: 7 November 2019
Date of interviews: Interviews will be held in the week beginning 11 November 2019
St Matthew’s Bethnal Green
Job Description and Person Specification
St Matthew’s is a welcoming church, aiming to build deeper relationships in the local community, to serve our neighbours well and to be a blessing to Bethnal Green.
The Parish Administrator plays a crucial role in being the first port of call for St Matthew’s.
This is a part-time post, 16 hours per week, to be worked over 2-3 days per week.
This will include bi-monthly PCC meetings; these are currently held on Wednesday evenings.
The post holder is employed by the PCC, and day-to-day supervision will be provided by the Rector.
Please note this job description is non contractual and the post may be subject to change. The contract will initially be for a period of six months.
- Day to day activity
The post holder is responsible for ensuring that the church runs smoothly and is a friendly first point of contact for the public and for our user groups. Day to day work includes:-
- Responding appropriately to phone calls, emails, post and visitors to the church
- Dealing with enquiries about use of space, weddings, funerals and baptisms
- Maintaining bookings for use of the church space
- Maintaining key contact lists e.g. PCC, regular users of church space, local community organisations, suppliers etc
- Ensuring that public information about the church is accessible, up to date and welcoming, including posters, noticeboards and updating the simple website.
- Liaising with the Rector to ensure events, courses and services run smoothly; providing administrative support for these, including printing weekly service sheets.
- Ensuring adequate levels of office/church supplies are maintained.
The Parochial Church Council (PCC) is elected to represent the congregation, and the Rector is an ex officio member. The PCC holds legal responsibility for the church as a charity. The parish administrator is responsible for providing support to the PCC including:-
- Attending PCC meetings, supporting the PCC secretary with the taking of minutes, distribution of minutes and papers in advance
- Maintaining a central file of PCC minutes, both paper and digital.
- Ensuring that annual returns are submitted to the Diocese, and to the Charity Commission
- Ensuring that relevant Diocesan and church house procedures are followed in relation to e.g. registers for baptism, weddings, confirmation and funerals.
- Building management and development
The post holder is responsible for ensuring that the building is clean by liaising with the cleaner(s), safe and welcoming and that is used as a community resource. In particular the role will entail:
- Undertaking a weekly check of the building to ensure that it is in good repair, clean, and that there are appropriate supplies
- Liaising with contractors to ensure that routine servicing and maintenance is carried out and that agreed repairs are undertaken.
- Ensuring that the church demonstrates good environmental stewardship in its use of materials, recycling systems etc.
- Ensuring that all health and safety requirements are met – for example, first aid boxes are visible and checked, fire exits are clear, electrical testing is undertaken.
- Ensuring that the heating systems are programmed weekly to meet the needs of user groups and that all users know how to use the building safely.
- Identifying periods when there is scope for the building to be used and agreeing with the clergy ways forward to enable other community organisations to use the space.
- Maintaining an up to date bookings diary for the use of the church facilities, discussing priorities for use of the space with the PCC and working with the PCC to develop and review a bookings policy.
- Responding to enquiries from potential new hirers and entering into new agreements (subject to PCC approval where appropriate).
- Ensuring that all users have up to date hire agreements and that these are regularly reviewed to make sure that they are comprehensive and fair.
- Assisting the PCC in the production of risk assessments and producing these where necessary for church activities.
- Liaising with the Warden(s) to ensure the buildings maintenance document is updated and tasks are completed in a timely and prioritised manner
- Financial administration
The post holder will need to liaise closely with the clergy, the wardens, the Gift Aid secretary, PCC finance adviser to ensure that all financial transactions are dealt with promptly and in line with agreed procedures and that regular reports are presented to the PCC. This will include:
- Raising invoices for hirers and customers.
- Supporting the PCC and Bookkeeper in preparing documents for the Annual General Meeting
- Ensuring that all financial documents and accounting records are kept securely and orderly
- Supporting those who count collection monies, complete income forms and paying in slips for all church collections and appeals.
- Ensure that the cash flow is well managed, that the PCC receives at least quarterly reports on the financial position of the organisation and that there is a budget in place (in co-operation with the PCC Treasurer).
- Participation in overall work of the church
Whilst the above tasks are not exhaustive; the post holder may also need to undertake any tasks or duties commensurate with the role to enable the church to fulfil its mission. However, it is recognised that this is a part time post and the involvement in other work will be in conversation with the Rector. Regular tasks include:
- Sunday service sheets and Monday e-notice newsletters
- Generate and circulate termly rotas
- Help to update and maintain church database and website
- Upholding of policies and procedures
The post holder will at all times need to ensure that they act within the law and that they uphold the church’s policies and procedures which cover, for example, safeguarding, health and safety, data protection and equality of opportunity.
- Self-motivated and able to balance a variety of tasks
- Punctual and reliable
- Maturity and responsibility when dealing with parishioners or other members of the public
- Familiarity with the life of a Church of England parish: key times of the year, priorities for organisation and mission, volunteer culture, and priority of welcome
- Appropriate understanding of confidentiality and GDPR requirements
Skills or Qualifications
- Proficiency in word processing software and Google suite
- Ability to work with basic web design (WordPress proficiency preferred)
- Demonstrable skill in using social media and event platforms to publicise events
- Educational qualifications: minimum of three A-Levels (or equivalent), at least grade C
- At least 2 years administrative experience required
- Church or charity specific administrative experience preferable