Operations Administrator

This job has now expired
Preston
Fixed Term Part Time
£7,020 (fte £16,380)

The Role

To facilitate routine, administrative and operational needs in close co-operation with the Vicar and the Officers of the church. This is initially a six month, temporary contract based at the church office of Stephen's Church, Preston.

Church Website: https://ststephenspreston.org.uk/

Key Results

  • The vision and mission are adequately supported
  • Full GDPR compliance is retained with confidentiality in document management (electronic and hard copy)
  • A smoothly managed Church Office

Main Responsibilities

1. General administrative & operational services

  • Provide general administrative support to the Vicar and church officer
  • Co-ordinate the church diary, arrange appointments and set up meetings as required
  • Assist the Vicar & Wardens to deal with statutory documents; statistical returns; registers; certificates; applications; and ensuring that church records are kept up to date (e.g. register of baptisms, marriage banns, record of fees)
  • Co-ordinate and order supplies for church ministry including stationery; office supplies; communion supplies etc
  • Oversee and co-ordinate the maintenance of equipment in the Church Office and comply with any maintenance and service contracts held by the parish, (e.g. photocopier, alarm services, fire appliances, boiler inspection, electrical testing & gas inspection)
  • Assist with the purchase of office equipment
  • Review and implement procedures to ensure clear, efficient and effective office operation
  • Encourage, develop and manage approved volunteers to assist with administrative and management functions

2. Parish communications

  • Manage parish correspondence, including post, e-mail, and voicemail by forwarding messages to the appropriate person or responding as appropriate
  • Ensure internal and external notice boards are kept tidy and up to date by liaising with the responsible person
  • Assist with production (i.e. print, fold, compile) of parish publications such as Newssheet
  • Maintain the Church Members’ directory on the website
  • Co-ordinate the preparation, printing and distribution of special event leaflets
  • Co-ordinate the production of the parish Annual Report for the Annual Parish Meeting
  • Ensure the parish website is kept up to date
  • Keep the church’s Facebook presence refreshed and up to date
  • Contact person for all enquiries, ensuring prompt and professional action as appropriate

3.Support for Worship

  • Provide administrative assistance to the Vicar, worship team and service leaders
  • Ensure accurate production of the Order of Service sheet; service booklets when needed; photocopying; stapling; and folding etc.
  • Create and maintain Rotas for Sunday worship, in conjunction with the Vicar & Wardens
  • Create service profiles for Sunday services using Easy Worship, including updating the weekly Notice Sheet on PowerPoint
  • Manage copyright licence as required, including CCLI returns

4.Premises and letting

  • In consultation with the Wardens – manage internal and external lettings; show potential hirers around; explain the letting contract and expectations; collect fees; allow for turn-around time to set-up and clear away; avoid clashes with regular church use
  • Liaise with the Wardens and Cleaner about external bookings
  • Assist the Wardens in maintaining an accurate record of current key holders

5. Any other reasonable task, in line with the Role, as may arise from time to time

This list is not exhaustive and is subject to ongoing review, amendment and consultation with a representative of the PCC and the Minister.

Ideal Candidate

REQUIREMENTS

  • A careful listener
  • Experience of dealing with matters of confidentiality with sensitivity and compassion
  • Ability to take initiative
  • Motivated to deliver high quality output
  • Ability to manage the unexpected
  • Enjoy learning and new experiences

QUALIFICATIONS

  • GCSE - 5 subjects Grade ‘C’ or above (one must be English Language) or equivalent
  • Business or Administrative qualification
  • Able to demonstrate good numeracy skills

EXPERIENCE

  • Of working in a similar role
  • Of church worship/ ministry/ mission
  • Of premises management

KNOWLEDGE

  • Of the Church of England’s worship, ministry and structures

SKILLS AND COMPETENCIES

  • Strong interpersonal communication skills (written and verbal)
  • Strong attention to detail
  • IT literate, Word, Excel, Publisher, Outlook, PowerPoint, social media
  • General office and clerical skills
  • Planning skills; ability to manage self and workload
  • Excellent organisational skills
  • Ability to work flexibly

Interviews: Tuesday 24th September

For further details about this role please contact Revd Dave Hanson vicardave@ststephenspreston.org