Church administrator

Main Duties and Responsibilities

1. Office Management

-  First point of contact for email, phone and in-person enquiries.

- Supervision of  the church during the day, opening and locking up at the beginning and end of each day.

- Maintain church diary and manage bookings of the church.

- Prepare the weekly newsletter, update website and manage social media accounts.

- Create posters, banners and leaflets to promote events in the church.  Keep the literature in church up to date and tidy.

- Maintain office, church and kitchen supplies, responsibility for ordering office equipment,  licensing returns (PRS, CCLI, One Licence, LDF quarterly returns) and the church annual return.

- Supervise the cleaner (Clean for Good) to keep the church, clean, tidy and well maintained.

- Maintain good relationships with all church partners ( e.g Trinity House, Livery Companies, The Pepy’s Club, and Tower Ward Club)

-Liaise with the Rector to set up for services as required

-Maintain security

- Provide pot noodles etc to the homeless.

- Organise and maintain an efficient filing system. As data controller, the parish administrator is responsible for the church adhering to the General Data Protection Regulations (GDPR).

- Keep good records as required by church law on the building, maintenance, faculties, registers, PCC policies etc.

2. Church Administration

- Support the Annual Parochial Church Meeting (APCM), and keep the PCC members list up to date. Prepare the annual report and print this.

- Support the church Electoral Roll Officer

- Prepare and print service booklets for Sundays, and special services. This is a key responsibility.

- Manage the administrative aspects of baptisms, weddings, funerals and other pastoral services and maintain service records. Prepare and send in the necessary legal documentation in respect of weddings funerals etc, collate and file all necessary documentation.

- Maintain the service rotas for those involved in different services. Support these setting up. Make sure all silverware is put away quickly and safely in the church safe. Maintain security at all times.

3. Finance Assistance

- Maintain regular contact with the Hon. Treasurer, count and check collections, and bank these when requested.

- Undertake the preparation of invoices to hirers and ensure payment is received

- Liaise with the Church Rates officer and send rates demands to local businesses.

- Responsibility for petty cash.

- Assist with funding applications and publicity if required

4. Church Operations

- Communicate with and provide access to contractors; maintain log of maintenance, contractor visits.

- Arrange fire risk assessments, PAT testing, electrical checks and ensure all certification is up to date.

- Manage regular operational matters including meter reading, security arrangements

-Support the rector and PCC with administration as required

-Support the rector with church correspondence.

-Comply with parish Safeguarding and Lone Working polices, complete Basic and Foundation Safeguarding training.

-Work with parish safeguarding officer to ensure that all records and dashboard are kept up to date.

5.  Events Management

- Market the church to potential hirers

- Manage bookings of the church and arrange necessary staffing.

-Set up the church for users; this may include some light manual work e.g. moving the choir stalls (on wheels), setting up tea urn etc.

- Supervise the organisation of events such as carol services or significant livery services

-Support the recitals team, with publicity, printing, finance etc.