St Paul's Church, St Paul's Square, Birmingham B3 1QZ

St Paul's Church

Part time

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Church Administrator

Date of expiry: 04/07/2021

St Paul’s Church is looking for a Church Administrator to join the team on 25 hours per week, Monday to Friday.

Besides being a centre for worship and prayer, St Paul’s is a popular venue for concerts, and a focal point for the local community. The church’s life is enriched by its many Iranian asylum seekers who make up the majority of the Sunday congregation. The church is emerging from a difficult recent phase, and more recently, from the impact of the pandemic. The administrator will be instrumental in helping the church continue to progress, and to make the most of our iconic building.

As first point of contact for many approaching the church, the church administrator is to offer a warm welcome and to respond either by dealing directly with the enquiry, or by signposting or referring them to the right person. Within the church’s life, the church administrator is to be administratively support the work of other staff, volunteers, clergy, and other church members.

  1. Welcoming all those who have contact with the church.
  • Respond warmly and helpfully to enquirers, visitors, hirers, contractors, and all stakeholders.
  • To assist groups and individuals using the church as required.
  1. Manage the church office
  • Ensure a safe and tidy office.
  • Rationalise and maintain our filing and record keeping systems.
  • Manage any administrative volunteers.
  • Monitor stock and ordering supplies for the office, the church, and the vestry, including sacristy materials in liaison with the church wardens and Vicar.
  • Maintain office equipment.
  • Keep the Log Book and church inventory and ground records up-to-date in conjunction with the churchwardens. Store the inventory in the safe.
  1. Manage the church site
  • Set the church heating weekly.
  • Manage the church car park and the permit scheme.
  • Manage the levels of supplies for events, notably the bar.
  • Issue ‘letters of agreement’ to those booking the church.
  • Liaise with contractors.
  1. Supporting Church Acts of Worship
  • Prepare and print weekly notice sheet.
  • Prepare and print orders of services, bible reading and other material as required
  • Prepare and disseminate the ministry rota.

5. Record Keeping

  • Administer the church’s diary.
  • Prepare and update church registers.
  • Prepare registers and certificates for weddings and baptisms.
  • File records and reports with County Records Office, the Local Council and Diocesan Office as required.
  • Develop and maintain a directory of key persons, local government, and organisations in the parish.
  • Ensure all required statutory and other licences (performing rights, music copyright, selling of alcohol) are obtained and paid for.
  • Keep a record of all risk assessments, and ensure that they are routinely updated.
  • Ensure PCC policies and the Health and Safety file are kept up-to-date.
  • Maintain accurate records of staff hours, holidays, and absence through sickness.
  • Ensure GDPR compliance and report any breach.
  • Ensure that all the paperwork for events is in place, including risk assessments, letters of agreement, joint terms and conditions.

6. Finance

  • Issue invoices for church lettings and ensure prompt payment.
  • Ensure prompt payment of invoices.
  • Manage PRS (Performance Rights Society) returns for each event, and termly return.
  • Send the returns to the Diocesan Bookkeeping Service

7. Communication

  • Contribute to the maintenance and update of the Church Website including updating the weekly events.
  • Manage the Facebook Calendar.
  • Publicise forthcoming events through our online presence.
  • Send invitations for church events e.g. memorial services and wedding preparation sessions.
  • To produce posters and flyers for church events and display these on the church noticeboards.

8. Meetings

  • To support the administration of committee meetings including providing agendas, copy typing minutes and copying and filing papers as required by committee members.
  • To attend regular meetings with the Vicar for regular updates, briefings and line management

9. Support to Clergy, Readers, Churchwardens, and Committee Members

  • Support the work of the clergy, churchwardens, Committee members, readers, ‘welcomers’ and congregation members by providing reasonable administrative support as required and agreed by the Vicar if necessary.

 

The Parish Administrator, from time to time, will also carry out any reasonable duties at the request of the Vicar that are appropriate for this position.

Person Specification

Essential

  • Ability to work independently and collaboratively.
  • Good interpersonal skills and the confidence to welcome visitors, deal in a friendly and sensitive way with enquiries.
  • Excellent administrative and organisation skills.
  • A good working knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
  • A flair for design and layout of printed publicity, and knowledge of appropriate software.
  • Excellent oral and written communication skills, including the use of Social Media – Website, Facebook, Twitter.
  • Excellent accuracy/attention to detail
  • Flexibility to cope with changing demands, manage priorities, using personal initiative and operating with limited supervision.
  • Sympathetic to the aims of the Church of England, and understanding of its ethos and values.

 

Desirable

  • Knowledge and experience of church processes.

Terms & Conditions

Salary: £16,666 per annum

Hours:  25 hours (5 days Mon-Fri 9.30am-2.30pm) a week. Some flexible working is available.

Holiday: 5 weeks per year plus Bank Holidays pro-rata

Reporting to: Vicar or during a vacancy the Churchwardens

Fixed term post: This is a fixed term contract for 2 years (subject to funding).

 

Application

Deadline for application: Friday 4th July.

Interviews to be held on Tuesday 13th July.

For more information and an application form, please email: david.tomlinson@stpaulsjq.church

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