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St. Luke West Kilburn:Parish Office Administrator - Job description –15/3/21Key tasksOffice management & general administrative tasks Provide general administrative support to the church, staff team and other key office holders as requiredMonitor and order supplies for both the office and church ministry (including stationary, coffee and tea for Sunday services, communion wine and wafer, cleaning supplies) and maintain online records of all orders and deliveriesOversee the maintenance and contracts for church equipment, such as the photocopier, phone and internet, computers and other church appliances. Ensure a safe and clean working environment within the office, liaising with the church cleaner to help with thisImplement and maintain the filing of all office documents, both printed and electronic. Maintain the online diary for the church ensuring that diary commitments are properly coordinated and clashes avoidedOversee contact information for church members, in line with GDPR protocol, using our church membership database and communication system, ChurchSuite. Liaise with tenants of church flats over building issues that may arise and with churchwardens and contractors if necessary Ensure the church is open and available for visitors during office hoursParish CommunicationsManage all parish correspondence, including post, email and answerphoneUpdate the church website, Church Near You, Facebook and Instagram accounts with content provided by the Clergy or other authorised personEnsure all noticeboards are kept tidy and up-to-date with content provided by the Clergy or other authorised person.Building Car Park and Garden - HiringManage bookings of the church facilities including issuing the Booking Form and issuing the invoiceUpon issuing the invoice update the online system shared with the finance team and keep track of payments on the system and chase as appropriateEnsure that all bookings are entered into the online diary and that clashes are avoidedLiaise between, Hirers, Clergy, School and any other user as is necessaryMonitor the use of the allocated spaces in the car park liaise with all users to ensure appropriate use of the car parkMonitor the use of the building including storage areas and liaise with users to ensure appropriate use of all areasActively seek hirers where significant underuse of the building is apparentBuilding - FacilitiesManage the church cleaner and undertake the ordering of cleaning products as requiredUpdate monthly the on line system shared with the finance team for the Water and Electric meter readings Oversee building maintenance in consultation with the Building Committee or authorised person Ensure that all safety tests, surveys, inspections are carried out and kept up to date including Fire Safety Equipment Certificate, Lightning Conductor Certificates [the Quinquennial to do list]Liaise with building contractors as requiredMaintain all other lists as required including Key Holder ListThis list of responsibilities is not intended to be exhaustive and is subject to review in consultation with the clergy. Some training will be necessary to attain familiarity with ‘Churchsuite’, Wordpress etc. Person SpecificationPersonal attributes A friendly manner both face to face and on the phoneSomeone of integrity and honestyA team player with good interpersonal skills with othersDiscreet and able to maintain pastoral confidentialityOrganised, tidy and resourcefulAble to use initiative to anticipate tasks which need to be completedFlexible approach to the unpredictability of church lifeSympathetic to the mission and ethos of St. Luke’s ChurchAdministrative skillsGood record keeping skillsAttention to detailGood communication skills – both written and spoken and able to deal appropriately with hirers, church members, casual visitors, contractors, needy people. Website and social media skills or a willingness to learnKnowledge of Safeguarding and Health and Safety requirements, or a willingness to learnWord processing and general computer skills ................
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