Parish Administrator Southampton, England
Job description
St Joseph’s and St Edmund’s City Centre Catholic Parish, Southampton
Part time Parish Administrator – 15 hours per week
Salary - £12 per hour
A vacancy has arisen for an Parish Administrator to work for 15 hours per week to provide secretarial service to the Parish clergy, the parish, and support the administration of day-to-day parish work and provide a sympathetic focal point for enquiries.
Hours of work: part time 15 per week, days and times as agreed with the Parish Priest (Mgr Vincent Harvey)
Experience and qualifications required for role:
- Experience of working independently in a busy environment with many competing demands on time.
- Experienced Administrator with good administrative, time management and prioritisation skills
- Able to deal sensitively and confidentially with difficult situations.
- Computer literate, with experience of Office 365 including excel and outlook, and experience of using the internet and intranet.
Personal attributes:
- Sympathetic to the ministry and mission of the Catholic Church;
- Self-motivated and flexible, with ability 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;
- Able to handle confidential and personal information in an appropriate way.
Closing date for applications: Wednesday 29th May 2023
Interviews: Friday 2nd June 2023
Please apply by sending applications via email:
A Covering letter: Please tell us how your motivation, values, skills, experience, and personal qualities demonstrate your suitability for the role (around 500 words) and why you would like to work for the Catholic Diocese of Portsmouth.
Current CV and the details of two referees: This should include full education and employment history (including dates, with no gaps left unexplained). Please include your current or most recent employer as one of your referees.
JOB DESCRIPTION - Parish Administrator
Reports To - Parish, Property and Finance Officer
Hours of Work: Part time - 15 hours per week, Monday to Friday (approximately 3 hours per day based in morning with some flexibility.)
Contract Type - Permanent
Overview of the Diocese
The Diocese of Portsmouth comprises 87 parishes across Hampshire, Dorset, Berkshire (except Slough), South Oxfordshire, the Isle of Wight and the Channel Islands. Formed 19th May 1882 by the division of the Diocese of Southwark, the Diocese of Portsmouth has a presence in every community and can offer ministry and mission to all who come to us, working towards the Bishop’s vision of Bringing people closer to Jesus Christ through his church.
Overall Job Purpose
To provide secretarial service to the Parish Clergy and the Parish, support the administration of day-to-day parish work, providing a sympathetic and efficient focal point for enquiries.
Routine Parish Administration
· Responding to day-time callers, telephone calls and emails
· Design of publicity material for parish events and groups
· Ordering supplies as requested for the presbytery, office, churches and halls
· Maintaining Mass Intention book
· Booking events on the online calendar, communicating changes to typical church diary to relevant parties
· Handling enquiries or passing them onto relevant persons
· Clerical support for the clergy when required
· Facilitating the booking of baptisms in the parish, drawing up Baptism Certificates and distributing them
· Maintaining the details of those preparing for sacraments
· Producing / ordering course materials as required
Newsletter & Service Booklets
· Produce, distribute and load onto the website the weekly Parish Newsletter
· Preparation of Mass Sheets for Christmas, Easter and other liturgies
Parish Data
· Following GDPR when using and collecting Parish data
· Maintaining the Parish Database
List under relevant headings
Ad hoc duties and projects
· Carry out ad hoc duties as requested by your line manager
Values
· To maintain the ethos and values of the Catholic Church and positively promote the work and activities of the Catholic Church.
· To undertake any task that may be requested from time to time that may be consistent with the nature and scope of this post.
Person Specification
(Personal attributes essential to performing role: e.g. skills, competencies, expertise, knowledge, experience.)
Competence, expertise & Knowledge e.g.
Essential
* First class organisational skills including the ability to prioritise work, balance conflicting priorities, monitor progress and exercise judgement about chasing progress as necessary.
* Advanced proficiency in use of Microsoft Office including Word, Excel and Powerpoint.
* Understanding of Data Protection legislation.
* Excellent interpersonal skills and the confidence to deal with people at every level.
* Excellent communication skills both written and verbal
* Able to effectively manage a high- volume workload.
* Ability to work effectively as part of a team.
* Excellent problem -solving skills.
* Understanding of and commitment to equality of opportunity and good working relationships.
* Able to work on own initiative, organising and prioritising own workload to set deadlines.
* An ability to maintain high degree of confidentiality and trust.
* Good time keeping.
* Positive and flexible approach to work.
Desirable:
· Knowledge of the values and teaching of the Roman Catholic Church.
Notes to candidates
1. Interviews: all shortlisted candidates will be invited to attend a face-to-face interview.
2. Unsuccessful applications: if you have not been contacted within 3 weeks of your application, we regret that you will not have been offered an interview on this occasion.
3. General: this post will be subject to review under the relevant Diocesan Terms and Conditions of Service.
4. New employees to the Diocese will be subject to a probationary period of six months.
Job Type: Part-time
Part-time hours: 15 per week
Salary: £12.00 per hour
Benefits:
- Company pension
Schedule:
- Monday to Friday
Work Location: In person
Application deadline: 29/05/2023
