Vacancy for the Position of Office Administrator

We have a part-time vacancy for the position of Office Administrator based in the Parish Office here at St Michael’s. If you would be interested in applying for this position, the job description and person specification is set out below.

Job Description and Person Specification for Parish Administrator

St Michael with St Mary, St Albans

Job title

Parish Administrator

Department

Parish Office

Main purposes of job

The Parish Administrator maintains a warm, welcoming, orderly atmosphere for parishioners and others who call or visit the church. Reporting to the Office Manager, the Parish Administrator is responsible and accountable for day-to-day coordination and implementation of administrative and business-related functions of St. Michael’s with St Mary’s.

Key tasks

Responsible for smooth, efficient operations of the parish office, including coordinating and executing all non-ministerial, non-financial parish operations

Annual task - Annual Church Meetings

− Prepare legal notices and display on appropriate notice boards.

− Request reports from the various committees, groups etc., including the annual accounts from the Treasurer, for inclusion in the Annual Report.

− Collate, prepare and publish the Annual Report.

Quarterly tasks

Assignment of Fees to Diocesan Board of Finance (DBF)

− Collate fees for occasional offices (weddings, funerals, burials of ashes).

− Complete DBF spreadsheet and arrange for BACS payment of the clergy fees in these offices.

Payment of Organist’s Fees (Occasional Offices)

− Collate fees and provide information for the Treasurer for inclusion with the quarterly expenses’ payment.

Monthly tasks - bank account reconciliation

− Receive the monthly statement and input the information for received by BACS into the accounting system.

− Liaise with Treasurer to resolve any unidentifiable items shown on the statement to enable to be input into accounting system.

− Complete reconciliation and provided agreed specific reports created by the system to the Treasurer.

− Ensure that utilities are tracked and accounted for.

Weekly/Ad hoc tasks

− Create weekly pew sheets using information provided by vicar, organist, etc.

− Receive invoices from suppliers and raise appropriate paperwork to arrange authorisation and payment.

− Receive expenses claims from church personnel, raise the appropriate paperwork to arrange authorisation and payment.

− Handle phone calls, postal enquiries, face-to-face enquiries and emails and deal with as appropriate.

− Deal with enquiries relating to weddings, baptisms funerals etc. and take the appropriate action to:

a. Send an application form (baptisms)

b. Send the information pack (weddings)

c. Liaise with clergy (funerals and burials of ashes)

d. Raise invoices at the appropriate time for services provided

e. Monitor receipt of payment

− Create and maintain baptism and wedding diaries, and distribute to the appropriate personnel on a timely basis.

− Maintain a record of payments made to show:

a. the recipient

b. the sum paid

c. the allocation codes used

d. the method of payment (BACS or cheque)

e. the date of receipt and closure

− Monitor office supplies and re-order as required.

− Monitor church supplies as above.

− Monitor office equipment, and handle problems as they occur.

− Keep porch and notice boards up to date and post notices as required.

− Other administrative tasks as required by the Vicar.

Key results / objectives

Completes all annual, monthly and weekly tasks in an efficient and timely manner. Working closely with all church staff, volunteers, Treasurer, Wardens and Clergy to provide support services for all church operation.

Note: specific projects & activities to be scheduled for the coming year to be added by agreement with your Line Manager

Reporting to

To the Parochial Church Council via the Vicar and Office Manager appointed to act as your Line Manager, presently Stephanie Rainbow.

Person specification

A successful candidate will have good IT and communication skills, and will be comfortable communicating both via email and on the telephone.

They will be organised and numerate, and able to either demonstrate knowledge of or willingness to learn bookkeeping skills and the sometimes unintuitive ways a Church of England parish works as a legal and pastoral entity. They will be in sympathy with the Christian ethos of the parish and keen to work as part of a small office team.

Typical hours

16 hours a week, normally 09:00-13:00 Tuesday-Friday. There is a requirement that at least three of these days be spent in the office.

Salary

£15,543.00 per annum