Job Description for
PARISH ADMINISTRATOR
for the Roman Catholic Parishes of St Joseph's Tewkesbury
and St Nicholas's Winchcombe
PURPOSE
To support the Parish Priest of the two parishes in the exercise of his ministry by providing
administrative and secretarial assistance to the priest, and by liaising with those
parishioners who assist in the running of the two parishes (and three churches).
ATTRIBUTES
The Parish Administrator should have a good general level of education with appropriate
IT skills including Microsoft Word, Excel and Publisher and basic secretarial skills; also good
people skills, flexibility, the ability to exercise initiative with sensitivity to the needs of the
priest and parishioners, recognising the confidential nature of the post.
RESPONSIBLE
To the Parish Priest
MAIN DUTIES
In liaison with the Bishop, priests and officers of the Roman Catholic Diocese of Clifton and
the two Parish Treasurers and other key parishioners.
In support of the Priest:
- Deal with visitors, telephone calls and messages and parish e-mails
- Keep a “Post book” deal and distribute post, type letters and send e-mails
- Meet at least once a week with the Parish Priest
- Maintain an overall diary of record for the priest and parishes (including his
University of Gloucestershire Chaplaincy commitments)
- Ensure that events, notifications and agendas are initiated according to the Diary
- Maintain Parish Databases and appropriate computer files and records
- Manage the office(s) including paper filing
- Prepare booklets/service sheets (when required) for special services,
funerals, marriages and baptism
- Liaise with Funeral Directors, Relatives and Clergy with respect to funerals both
in the Church and the Crematorium and Cemetery.
- Liaise with Couples and Clergy with respect to arrangements for Marriages
- Liaise with Parents and Clergy with respect to Baptisms
In the administration of the two parishes:
- Assist in the preparation of the weekly Parish Bulletins and print and collate
- Upload weekly Parish Bulletins to websites
- Liaise with website organisers re updates and other items for inclusion
- Arrange copying/printing of Sunday and Holy Day liturgy sheets (St Joseph's),
and weekday liturgy sheets (St Nicholas's, St Michael's and St Joseph’s)
- Organise and maintain the notice boards in the two churches
- Organise and display Catholic publications in the Churches
- Collate returns for Catholic newspapers and pass information to the Parish
Treasurer (St Joseph's)
- Maintain awareness of various parish meetings, committees and organisations
- Distribute agendas for meetings and copy/distribute/file minutes; undertake
minuting of meetings if so required
- Maintain an effective filing system in each parish (in conjunction with Parish Priest
and Treasurers)
- Maintain Parish Registers for Baptisms, Weddings , Funerals, First Holy Communion,
Confirmation; issue certificates accordingly and respond to enquiries
- Order stationery, candles, diocesan diaries, altar wine and bread, publications etc
- Liaise with suppliers and accept deliveries
- Arrange payment of invoices
- Liaise with contractors for minor building works in both churches, St Nicholas
Presbytery, and St Joseph’s Bungalow (including car parks, gardens,
window cleaning etc)
- Undertake all administration related to car park lettings at St Joseph’s including
issuing permits, collecting all charges (to be passed to the Parish Treasurer)
- Ensure the maintenance of copyright licences and all requirements relating to them.
- Maintain records of all keys and manage allocation / return
- Liaise with parishioners who are undertaking voluntary roles including rota
organisers, sacristans and Marie Carole (St Nicholas) and Jack McCoull
St Michael's) for information, assistance and ordering materials
- Liaise with Clifton Diocese (and police) re insurance claims
- Liaise with the two Parish Treasurers
- Liaise with Clifton Diocesan offices/officers as necessary
- Be aware of all Health and Safety issues on Parish property and ensure compliance with
the Parish Health and Safety statements and assessments
- Arrange annual gas safety, PAT and fire extinguisher inspections
- Read meters and record/forward meter readings
- Liaise with Andrews Letting Agency re St Joseph's Bungalow (let)
- Liaise with the administrator at St Michael's Anglican church in Bishop's Cleeve
- Liaise with the convenor of the Joint Council for St Michael's shared church
- Undertakes other duties deemed appropriate to the post.
HOURS, SALARY and LOCATION
This is a new appointment so the best working arrangement including hours and locations
will need to be reviewed in the light of experience, initially within three months of
appointment, thereafter annually.
However, it is envisaged that, to start with, the Parish Administrator will be based in the
Parish office at St Nicholas Presbytery in Winchcombe and will also work in the Parish office
at St Joseph's in Tewkesbury on Wednesday each week. It is envisaged that the hours will
be 9.15 to 1.15 on Tuesday, Wednesday and Friday (with a possible increase and variation
in the light of experience).
Initial salary will be £8.50 per hour. There will be 5.6 weeks paid holiday per year including
statutory holidays; the Parish Administrator will be entitled to join the Clifton Diocesan
pension scheme on completion of three months service.
It is anticipated that the Parish Administrator will have their own transport; travel expenses
may be payable on those occasions when the Administrator is required to work at the two
locations on the same day.
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