St Michael at the North Gate Church, Oxford
The post of Parish Administrator: Job description
(to be read in conjunction with the Terms and Particulars of Employment)
Job title
Parish Administrator (part-time)
The person will be recommended for appointment as Church Treasurer.
Term of office:
Permanent (after a satisfactory probationary period of six months)
Purpose:
St Michael’s is a Christian community with a civic calling and a city centre
opportunity. The Clergy and the Church Council give leadership in the Church’s
community life and public ministry.
The primary purpose for the staff of the Church is to enable the city centre and civic
mission of St Michael’s, while volunteers fulfil many of the congregational roles.
The Parish Administrator supports the city centre and civic mission of the Church by:
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giving effective management of the Church’s administration and business.
delivering effective financial administration.
supporting the Church Wardens in legal matters including Faculties.
Key relationships: Directly responsible to the Vicar.
Regular contact with the Church Wardens.
Regular communication with the Parochial Church Council (PCC) and its Standing
Committee.
Responsible for Church Secretary/Clergy PA, Visitor Centre Manager, Verger.
Key task areas
Set a leading example of good manners and efficiency in administration.
Participate in regular meetings with key colleagues, including occasional evening and
weekend meetings.
Oversee the working of the Church office, of the Visitor Centre and of the care and
use of the premises.
Maintain the weekly financial records, produce monthly management accounts and
prepare annual accounts.
Carry out the administration of faculty applications and ensure effective responses by
the PCC on all legal matters.
Remuneration:
£14,300 pro-rata for a four sevenths post (FTE £25k).
Attendance at evening and weekend meetings will be paid at £15.00 per hour plus
travel expenses.
Pension: the Church will be setting up a scheme during 2015.
Terms
and Conditions:
See the “Terms and Particulars” document
Duties:
See separate detailed list (below)
Parish Administrator: duties
These duties will be reviewed before the completion of the probationary period, and agreed amendments
may be made. The number of hours worked may also be reviewed if necessary.
Regular pattern of meetings
Attend in the office on four or five days per week, to include Monday, Wednesday and Friday.
Meet at least monthly with the Vicar, and attend the weekly staff meeting.
Meet as necessary with the Wardens.
Attend the Standing Committee (6 day-time meetings pa). Attend the PCC (up to 6 evenings pa), the
Annual Parochial Church Meetings (APCM) (1 evening pa) and the Deanery Finance Consultations (up to 2
evenings/ Saturday mornings pa).
Operations and Staff management
Ensure the effective running of the Church office, and conduct monthly management meetings with the
Church Secretary/Clergy PA.
Ensure the effective running and sound financial procedures of the Visitor Centre, and conduct monthly
management meetings with the Visitor Centre Manager
Ensure the proper care of the premises and the effective administration of the lettings, and conduct
monthly management meetings with the Verger.
Conduct annual reviews with the managed staff and monitor their Terms and Conditions.
Assist the Church officers in the recruiting of staff.
Financial and accounting
Maintain the weekly financial records and a purchase ledger, and produce monthly management accounts.
Act as one of the signatories on the bank accounts, which includes authorising (with a second signature) all
payments online and by cheque. Agree the monthly payroll payments and ensure the accurate
administration of the payroll.
Check and agree the counting and banking of cash by the Church Secretary and Visitor Centre Manager.
Prepare the draft annual accounts and draft budgets. Meet with the PCC’s appointed firm of independent
examiners to finalise the annual accounts for presentation to the PCC and APCM.
Administer the Gift Aid Scheme.
Legal matters
Carry out the administration of faculty applications on behalf of the PCC. Ensure, as requested, the
effective response by the PCC on all legal matters.
Person Specification
An understanding of, and strong sympathy with, the role and purpose of a Parish Church.
An open and courteous manner, with a good record of interacting with others with tact and patience.
Excellent communication skills both spoken and written.
Proven high level of skill with IT, including the use of Microsoft Word and Outlook or equivalent, and
especially the use of Excel and Sage finance programmes or equivalent.
Proven ability and experience in the management of staff and as a member of a team.
Proven ability to set priorities, manage work load, and to complete tasks in a timely manner.
Signed:
(Secretary/PA)
Signed:
(On behalf of the PCC)
Date:
Date: