Job Title Office ManagerParish of Putney

Contract Type

Permanent, Monday to Friday(20 hours) worked as agreed

Location St Mary’s Church, Putney

Reports To Team Rector, St Mary’s Putney

Direct Reports

None

Overall Purpose of the RoleSummary of the role – overall role contribution to team, department and organisationThe Parish of Putney is made up of two large and active church communities, St Mary’s by the river at Putney Bridge and All Saints on Putney Common. The parish covers the central part of Putney up to Wimbledon Common and stretches between Wandsworth Park and Putney Common along the river Thames.

This role is to provide Parish of Putney and St Mary’s Church with a focussed, proactive, effective and professional administrative service.

Areas of ResponsibilityKey elements and required results of the role

Responsible for the day to day administrative support and assistance to the Team Rector, Clergy and volunteers in the Parish of Putney

Management of the Parish calendar and organisation of meetings

Areas of AccountabilityWho accountable to, what accountable for and any budget responsibilityAccountable to the Team Rector and works closely with the clergy within the Parish of Putney.

AdministrationCentral point of contact for queries from the general public, parishioners and external organizations by e-mail phone and in person to the Parish Office

- Owns administration processes, offering solutions for improvements to systems wherever possible- Implements and maintains the Parish databases and information which include registers of

children, volunteers, and newcomers in compliance with the Data Protection Act (DPA)- Produce and update policy documents where required- Produce publicity, information documents and notices including Confirmation, Communion Before

Confirmation, Faith Forum, Caritas etc keeping the congregation up to date of any forthcoming changes and events

- Admin support for other groups/committees where appropriate - Stock welcome packs and maintain Church noticeboards and information points with relevant and

up to date information- Liaison with the website team for information, updating the website directly as appropriate- liaison with the Parish SurveyMonkey editor and posting SurveyMonkey circular emails- Christian Copyright License update for annual return- responsible for the backing up of data and files stored on the server.

Church Administrative Support for ServicesProvide general administrative support to clergy for services, classes and courses being held within the Parish

- In conjunction with Team Rector coordinate clergy rota and readings- Draw up and distribute/coordinate the master rota consisting of volunteers for chalice,

intercessors, readers, servers reminding people of their commitment- Produce weekly newsletter for both Churches and readings for distribution as appropriate- Produce service sheets weekly and any special service sheets required for St Mary’s (Advent,

Easter/Carol Service/Jumping for joy/Emmaus)

- To be the main point of contact for funeral directors enquiring/seeking to arrange a funeral, liaise with the team rector in respect to allocation and inform the Premises Manager

- Clear up out of date service sheets and leaflets and keep the paperwork in the vestry tidy etc

Church MeetingsSchedule and support committee meetings relevant to the efficient running of the Parish.

- Maintain contact lists of members for the PCC and the DCC - Organise the Annual General Meeting including post notices, nomination papers etc; coordinating

the production of the Annual Reports both printed and on the website

Parish CalendarPlan the parish calendar and keep overview of events courses and classes to avoid clashes (Microsoft Outlook)

- Liaise with clergy to organize calendar for year ahead in timely manner- To assist in the organisation of parish functions such as the parish picnic, staff party, Lent lunches,

various fundraising and social events- Prepare notices/publicity where appropriate and ensure that information is distributed well in

advance

SafeguardingPoint of contact for Safeguarding Officers in respect to administration for child protection and vulnerable adults.

- Ensure all volunteers have the necessary DBS checks in place by co-ordinating and processing checks- Keeping records of DBS checks and ensuring renewals as required by law

OtherProvide general office management support to ensure the smooth running of the parish office

- Carry out duties of Parish Clerk in relation to Baptisms during holiday or sickness absence- Maintain staff holiday records for the Parish- Purchasing equipment, consumables and servicing of office equipment- Coordinate IT support for Parish computers and manage issues relating to the telephone system- Order and manage all office stationery for St Mary’s and in addition All Saint’s needs- Assist with financial transactions including dealing with expense claims and invoices and the

administration of the office petty cash- Treasurer for Putney Relief, managing monthly income/year end accounts and attending meetings- Comply with Data Protection Act, Christian Copyright License- support the clergy in handling church school admissions paperwork

Experience and Professional Qualifications RequiredNumber of years experience, Qualifications and People Management experience

previous administrative experience (or may have administration skills from a similar support role). Experience in a public facing role in an administrative capacity.

Skills RequiredHighlighting the key technical, language and job related skills required

Ability to respect confidentiality Strong administrative & organisational skills; Strong computer skills (Word, Excel, Powerpoint, Publisher, Outlook etc), conversant in databases and

the management of websites;

Competencies Required

Highlighting the key competencies required for each role

Excellent communication skills (written, telephone etc); Ability to prioritise and work to a tight deadline and complete processes once commenced People focus and ability to demonstrate sensitivity; Strong team working and relationship-building skills; Attention to detail; Ability to use own initiative; referring to senior member of the team where appropriate Ability to probe, question & problem solve; Ability to handle confidential information.

Additional InformationFor example - travel required and cross-cultural requirements

It is not a requirement of this post that the post-holder be a practising Christian but a willingness to understand Christian worship and practice is important

Completed By ANDate Agreed 14.07.16