Jobs
Draft PBC Administrator role description
Purpose of Position
To create and maintain an organised work environment with good communication and management that enables pastors, staff, and lay members to minister effectively. The Administrator must have the ability to further the vision of PBC through managing the detail and providing the structure that supports the vision.
The Church Administrator must:
1) have a caring attitude, excellent people skills, and high integrity (a positive attitude)
2) be reliable, accessible, responsive, and flexible to handle the changing needs of the church
3) have clerical, creative, communications, computer, and administrative skills (be articulate & computer literate);
4) have a knowledge of PBC and be able to oversee/coordinate rotas and encourage/enrol volunteers (a leader & Christ-centred life).
5) Spiritual gifts of Administration, Leadership, and Discernment are all important.
Because of the nature of the role, this person must have appropriate experience and must be able to properly handle confidential information with total discretion in a careful and secure manner. Additionally, the willingness to learn new skills, work as a team player, and overall dependability/accessibility are very important.
The list of responsibilities include:
1) Contact for visitors, enquiries, church attenders and the public
The person in this job must be able to truly understand what a member, guest, or visitor is feeling, while at the same time remaining separate from the problem. A genuine and biblical servant attitude is most important. This includes the ability to graciously and with a positive attitude handle unexpected or difficult situations, conflict resolution and demanding people.
a. Communications, follow-up, and responses for church mail, phone calls, e-mail, voice mail, etc. requiring staff involvement.
b. Special event scheduling and management (i.e. wedding, receptions, funerals, church weekend away, use and booking of church facilities, etc.).
c. Clerical & administrative duties for church policy, procedure, purchasing, Annual General Meeting and regular Church Meeting reporting.
d. Coordinating and managing the work of volunteers undertaking other receptionist, secretarial and admin duties
e. Oversee workplace security, appearance and safety in line with vision and health and safety policy.
f. Oversee instruction of volunteers on administrative policies and procedures.
2) Support for church pastors, ministries, Elders and committees.
For the church to do real ministry in many areas, adequate support and administration for all the ministries is essential
a. Clerical and logistics support for the Pastors and wider staff team when appropriate
b. Maintenance and development of church database (names, contact details, group membership etc)
c. Providing administrative support for the church's system of pastoral care; includes gathering and keeping relevant information and providing secretarial support for monthly meetings of pastoral team.
d. Calendar and communications support (weekly Constant Contact e-mail) via special mailing, e-mail, phone contact, etc.
e. Aiding in the scheduling, communicating, and coordinating of church activities.
f. Maintenance of church website (Using a Content Management System therefore a good understanding of Microsoft Word is essential).
g. Inventory/Ordering/Receiving Supplies, office incidentals.
h. Publication, Copying, Printing, Folding, and Distribution for bi-weekly church newsheet and special mailings alone or with volunteer support.
i. Upkeep church calendar, notice boards, and printed materials (i.e. envelopes, letterheads, prayer cards, etc.).
j. Other Receptionist/Secretarial duties (i.e. sorting mail, handling incoming phone calls, Pastors' correspondence etc.).
k. Maintaining filing to an agreed standard.
l. Oversee backup for computer systems key control, security procedures, file alarm procedures, and computer systems.
m. Develop, implement and monitor necessary clerical policies and procedures (or coordinate a team in developing them); ensure that policies and procedures are maintained and updated on a regular basis
The Church Administrator role requires a spirit of teamwork. Valuing the diversity of skills, the unique gifts of each individual, and humbling oneself in serving others isn't necessarily easy. But it is rewarding - especially when it is helping further the kingdom of Christ.
It is important that this role remains strictly administrative by nature and that although further demands of a pastoral nature may arise the post holder should make sure that the person concerned is seen by the most appropriate person as soon as is reasonably possible and not attempt to "deal with" the issue.
The Administrator must also be or become a church member and therefore we seek someone who is currently a member or regularly attending and committed.
The Church Administrator will work Tuesday to Friday from 9:30am - 3:30pm with willingness to be flexible when appropriate. The Church Administrator will report to the Pastor and will work closely with the other staff members and volunteers. The Pastor and select individuals will participate in our annual appraisal scheme and will provide direction on priorities as they relate to the needs of the church.
The role will begin with a six month probation period.
* The list above is not all-inclusive but rather a sampling of the types of work and responsibilities intended for this position.
For more details, or for an informal intial discussion, please book a time to see Wayne Alexander on 01892 825590
