Job Description Form
Roman Catholic Diocese of Portsmouth: Job Description Form
Purpose of Role: To provide a full confidential administrative and secretarial
service to the Parish Priest, providing a sympathetic and efficient focal point for
Parish enquiries and administrative support.
Department/Parish:
St Patrick’s Church, Manor Road, Hayling Island
Job title:
Parish Administrative Secretary
Date of appointment:
1st July 2015
Based at:
St Patrick’s Parish House
Hours per week:
8-10 hours, Wednesday & Thursday
Line Manager:
Parish Priest, Fr Rajesh Abraham
Salary:
£9.01 per hour
Main responsibilities
Provision of full administrative/secretarial
support to the Parish Priest, including
dealing with mail, email, telephone calls,
diary management, filing, taking and
dealing with messages as appropriate – In
all cases suggesting action to the
appropriate person, or handling matters
themselves wherever possible.
Routine Parish Administration and
facilitation including:

Ordering stationery

Ordering supplies as requested by
sacristans

Coordinate list of sick and
housebound parishioners

Design posters to advertise parish
events
Standards expected/How
achievement will be measured

Feedback from (and to) the
Parish Priest at regular
meetings/updates.

Smooth running of parish in
relevant areas

Keeping parish registers for
Baptism, Firs Communion,
Confirmation, Reception, Deaths,
and Burials

Preparing certificates and providing
information from above registers

Keeping and updating parish
records and making statistical
returns to the diocese

Purchase stamps and keep petty
cash account

Keeping Cemetery plot up to date in
MS Excel

Paying invoices, simple account
keeping to record parish incomings
and outgoings using the parish
finance system.

Providing monthly reconciliations
with bank statements and end of
year accounts for the Diocese
Finance Department: and preparing
finance reports for the Parish
Finance Committee meeting and an
annual report for presentation to
the Parish.

Keep a running budget for the
Parish Finance Committee
Draft and distribute weekly parish
newsletter, assist with preparation of Mass
sheets for Easter, Christmas and other
liturgy sheets.

Agreed timetable achieved
Maintain information on notice boards in
church, the hall, and the car park, using
up to date information and news.

Only up to date information
displayed under appropriate
headings
Carry out administration associated with
baptisms and funerals, ensuring all

To be agreed
involved are kept full informed.
Dealing sensitively and confidentially with
parish requests and difficulties.

Update the Parish Priest
Handling enquiries in the absence of the
Priest wherever possible, and otherwise
ensuring they are clearly passed on to the
appropriate person.

Enquiries do not need to be
made a second time
Liaison with members of the parish as
appropriate to distribute letters, bills,
notices etc.

To be agreed
Assistance in other areas when asked

To be agreed
Regular contact / liaison with: Parish Clergy (parishioner including those with
special responsibility and those with special needs e.g. bereaved, homeless etc)
Clergy of other parishes, Bishop’s Secretary, other priests, Diocesan administrative
staff and management.
Experience and qualifications required for role:
 Experienced Administrator with excellent secretarial, time management and
prioritisation skills.
 Computer literate, skilled in word processing, desktop publishing,
spreadsheets and database management, and use of the internet.
 Experience of financial procedures desirable. Able to up Publisher, Excel,
Windows 7 & MS Office 2013
 Knowledge of Roman Catholic Doctrine and Liturgy would be helpful.
Personal attributes:
 Sympathetic to the Ministry and mission of the Roman Catholic Church
 Self-motivated and flexible, able to work on own initiative and judgement
without supervision or support from colleagues or team, able to cope with
change and work under pressure.
 Diplomatic, discreet with a sympathetic nature and emotional resilience.
Way of working:
Regular meetings and updates with the Priest of the Parish to plan, agree action
required and to discuss any issues of concern.
Signed: ………………………………
Date: …………………………………
Parish Priest