everyone with a story of God's love
Job Title: Personal Assistant / Team Administrator
Responsible to: Revs Millie Hart and Dick Venn (priest in
charge)
Responsible for: Delivering excellent reception services
together with logistical and administrative support to the team and to
enquirers.
Role Purpose
This role exists to provide the first point of contact and
welcome to the Len Valley Churches by phone, e-mail or in person and is core to
our operation. It’s also a vital role in
enabling the church teams to function effectively.
Key Responsibilities
1. To provide an excellent point of contact – the ‘face’ of four churches
a. Deal with all general enquires by phone, e-mail or in person
b. proactively improve our systems
2. To enter and update data on our databases
a. Enter data from all our contact mechanisms onto the appropriate Google spreadsheets
b. keep the central address database accurate
c. keep the weddings, baptisms and other spreadsheets up to date
a. proactively check the website at least weekly
b. correct and add or delete information and media on the website as necessary
c. training will be given
4. To enable clergy to function to the best of their ability
a. manage clergy diaries as requested
b. manage clergy email as requested
c. manage clergy mail as requested
d. manage clergy expenses as requested
a. maintain pastoral care spreadsheet
b. inform pastoral care teams of current needs
c. enable visiting by clergy or pastoral care team as appropriate by collecting and passing on information
a. collect notices
b. collect readings, prayers and other service information and produce an attractive notice sheet each week
c. proof-read, check and print these notice sheets
d. ensure these reach each church in a timely manner
8. 7. With clergy or other service leaders, produce service sheets as required
8. provide the quarterly templates of collects, readings and hymns to the clergy and hymn teams
a. gather the collects and post-communion prayers from the appropriate websites
b. gather the readings for the quarter from lectionary or leadership team
c. enter these into the templates and disseminate to the appropriate teams
d. check and then distribute the completed quarterlies to relevant teams
9. To facilitate weddings in the four churches
a. be a first point of contact for wedding couples
b. take wedding bookings and manage the weddings diaries for the clergy and the churches
c. ensure that the weddings spreadsheet is updated regularly
d. maintain the marriage registers or provide information to those who do
e. ensure the quarterly marriage returns are completed and filed in a timely manner
f. ensure that if arrangements change, all parties are informed
g. liaise with organists, bell-ringers and choirs as appropriate
10. To provide general office assistance with e-mails, phone calls, filing, arranging meetings and meeting preparation
a. Purchase general supplies and stationery when stocks run low
b. To provide general office functions such as post, stationery, printing service orders, creating and printing notice sheets
c. ensure the office equipment is fully functional at all times and ensure toners and other supplies are available as necessary
d. Co-ordination of Annual Church meeting processes and report packs
e. Co-ordination and production of newsletters, calendars, rotas, service sheets, family directory, posters, flyers and event tickets
a. Assist in producing PowerPoint slide presentations for church services and other meetings
a. Accurate diary management of the venues using Google Calenda diary system or other appropriate calendars
b. act as co-ordination point for avoiding event clashes in different churches
13. To provide hospitality for certain meetings
a. Provide hospitality for a number of meetings including catering requirements. This can range from purchasing food to liaising with third party caterers
14. To operate in total confidentiality at all times
Qualities, Experience
& Key Skills
We're looking for a cheerful and highly organised person to
be the first point of contact and welcome to the Len Valley Churches - be that
by phone, email or in person. This role is core to our values of hospitality and
generosity. Our vision statement is
"to touch everyone with God's love, by living as the people of God's kingdom so that everyone in the community has a story to tell of God's love as we reach out together in prayer, worship, teaching and generosity.”
A highly organised person will flourish in this role,
someone with a gift of administration. We're
looking for someone who is pro-active, can act on priorities and manage their
time and tasks well. This role calls for
previous administrative experience and proficiency in MS Office, including
PowerPoint, Excel, Word and Outlook as well as Google Documents on Google Drive
or similar. Attention to detail and a
care for excellence are essential qualities. Experience with database software is an
advantage as, too, is an eye for design.
You'll need to be a people person, a team player in a small
team. You'll be motivated to help a team
work well and you'll be engaged by our vision statement, our values and the
message of the Gospel of Jesus. Cheerfulness
and a joy in problem solving will serve the post-holder well, as well as an
ability to anticipate and plan for seasonal workflow.
It goes without saying that you must be committed to our values and able to translate them into every aspect of our work.
You will be a member of a church and a regular worshipper, familiar with the Bible and comfortable working with Christians. You will need to be enthusiastic, a self-starter able to work on your own and in teams.
Training will be given as necessary for specific needs such as Website administration, wedding arrangements and access to spreadsheets.
Structure
PA/ Administrator will be a member of the Staff Team and
report to the Priest in Charge. The staff team is responsible for planning and
delivering church services, sermons, wedding preparation, baptism preparation,
funerals, prayer meetings and developing a strategy for growth and development
of the churches in the group in alignment with the Diocese of Canterbury’s
framework structures.
Terms &
Conditions
The role is a part-time position and is permanent. It is based in Harrietsham Village Hall with an
hourly rate of £8.00 - £8.50 depending on experience. There are 20 days pro-rata
holiday per year and statutory holidays are additional.
The post holder will be expected to be available for a number of weekends and evenings. A ‘Time off in Lieu’ arrangement is in place.
To Apply
Please email a CV with a letter summarising why you are
interested in this role to Revs Millie Hart and Dick Venn at lvbpic@gmail.com. Please also enclose details of two referees; one personal, one professional. References will be sought should you be
successful.
Although applications closed on 31st August 2014, as the advertisment did not appear in Lenham Focus in August as scheduled, we will accept late applications. Interviews are being held in early September.
Don’t hesitate to contact Dick Venn if you have any further
questions about the role.
01622 858195
lvbpic@gmail.com