Diocese News

Parish Administrator- White City Parish

A Parish Administrator is required to provide administrative support to the parish team at Our Lady of Fatima, White City Parish. 

In addition to undertaking typical secretarial duties such as handling general correspondence, diary management and general administration tasks, s/he will also be responsible for interacting with parishioners visiting the office and those involved in parish activities. There will also be a responsibility to help with the day-to-day running of the Parish Centre. 

The successful applicant will ideally be a Secretary or Administrator with substantial experience in office organisation. S/he must be a good team player with excellent communication and Microsoft office skills, including Word and Excel. 

It is important that all applicants have good “people skills”, are self-motivated, organised, can multi-task and work to deadlines.  It is also essential to adhere to the absolute need for confidentiality and discretion in this key parish role. S/he must be able to work to their own initiative within this role.

Hours of work: 16.5 hours per week (Monday, Wednesday and Friday, 10am to 4pm with a 30 minute unpaid lunch break) May include some ad hoc evening work
Salary: £13 per hour 
Closing date: 31st October 2018 
Interviews:  W/C 12 November 2018

Please click here for job description. 

To be considered for the role, please submit a job application to humanresources@rcdow.or.uk. CVs will NOT be considered, therefore, please do not send them. 

Please note that you will need to be eligible to work in the UK to apply for this position. You must provide proof of Right to Work in the UK. 

Job profile:  Parish Administrator/Secretary
Location:  Our Lady of Fatima, White City parish
Reporting to:  Parish Priest

Job Purpose:
To provide administrative support to the parish including office administration, secretarial, pastoral and accounting duties

Main areas of responsibilities:
To undertake day to day secretarial and administrative tasks. 
To deal with everyday callers/enquiries to the parish office.
To co-ordinate the administration of the parish centre. 

To undertake day to day secretarial and administrative tasks
To assist with correspondence, typing and production of certificates as required by the parish priest. This  will include preparation and typing of the parish newsletter and weekly notices
To undertake diary management of parish appointments and events
To be responsible for ordering all church and parish equipment, stationery and maintaining office equipment
To help with the administration of the parish finances, eg by entering accounts on computer database, reconciling accounts each month and preparing accounts for end-of-year returns to the Diocese
To prepare papers and circulate minutes for the Finance Committee and Parish Pastoral Council
To establish and maintain an efficient filing system for parish correspondence, records etc. that is recognised by the Diocese and acceptable to diocesan auditors.    
To update parish noticeboards and the parish website as required
To maintain databases for parish groups and general parish database
To maintain parish records/registers, eg for baptism, marriage and funerals
To update parish noticeboards and the parish website as required
To undertake any other ad hoc administrative duties as required

2.    To deal with everyday callers/enquiries to the parish office.
To interact with parishioners visiting the office and those involved in parish activities
To act as the first point of contact, answering the telephone and front door and passing them on in an appropriate manner
To assist with the parish’s ministry to those who come to the Presbytery seeking help from the local Food Bank, as well as other local community support initiatives
To deal with visiting contractors, diocesan surveyors as appropriate

3.   To coordinate the administration of the Parish Centre. 
To help with the day-to day running of the Parish Centre
To manage the bookings of the Parish Centre, for both parish use and external hire  
To oversee the work of the Parish Centre cleaner
To undertake any ad hoc duties as required relating to this area.

Person specification: Parish Administrator/Secretary
Contract Type:  Permanent
Salary:  £13 per hour
Hours of work:  16.5 hours per week (10am until 4pm Monday, Wednesday and Friday) 
May include some ad hoc evening work

Experience required:
Relevant experience as a Secretary/Administrator in a responsible position 
An understanding of the social and moral teachings of the Catholic Church

Competences required:
Excellent organisational skills, able to prioritise and meet tight deadlines 
Ability to work within a small team, other paid staff and volunteers.
Ability to handle challenging people and situations
Ability to work alone, using initiative 
Ability to adopt a flexible approach
Ability to work with complete discretion and confidentiality
Ability to project a friendly, professional manner, both in person and on the telephone

Qualifications required:
Intermediate Microsoft Office programs, including Word, Excel and Outlook
Book-keeping, with particular experience of financial accounting computer programmes

N.B This is not intended to be a comprehensive description of the duties of the post. The post holder may be required to undertake other related duties as required

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