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West Radnor Ministry Area Administrator
| Posting date: | 18 June 2024 |
|---|---|
| Hours: | Full time |
| Closing date: | 18 July 2024 |
| Location: | Llandrindod Wells, Powys |
| Remote working: | On-site only |
| Company: | Swansea & Brecon Diocesan Board of Finance Ltd |
| Job type: | Permanent |
| Job reference: |
Summary
To support the Ministry Area with its administrative duties, ensuring compliance with statutory and Church in Wales requirements.
Main tasks and responsibilities:
The tasks and responsibilities required for these positions are subject to variation between Ministry Areas, dependent on the individual MA needs and current level of volunteer support.
The list below details all tasks that may be expected for a successful candidate to assist with. The successful candidate will not be required to assist with all tasks listed, specific responsibilities will be agreed with the MA team at the time of appointment.
General Administration:
• Act as the central point of contact for the Ministry Area.
• Act as first point of contact, handling all forms of enquiry (e.g. post, phone, email), actioning responses as appropriate.
• Process incoming and outgoing email and paper correspondence.
• MA diary management, and meeting arrangements.
• Administrative support for all clergy for matters relating to baptisms, funerals, weddings (e.g. enquiries, communications, bookings, registers, certificates, materials & payments).
• Supporting the meetings of the Ministry Area Council (MAC) and the Ministry Area Executive (MAE) (e.g. arranging meetings, preparing and distributing agenda and papers, minuting taking, and tracking actions).
• Develop, maintain and manage paper and digital filing and record keeping in line with current Data Protection legislation (e.g. electoral roll, registers, records of fees).
• Ordering of supplies for church ministry and office use (e.g. communion supplies and stationery).
• Maintaining a presentable, welcoming, and safe working environment.
Governance, Process and Reporting:
• Participate in meetings of the Ministry Area Administrators, sharing good practice, processes and resources as directed by the Ministry Area Admin & Resources Supervisor.
• Management of statutory documentation including registers, certificates, and applications.
• Regular submissions on behalf of the Ministry Area, e.g. Annual Report and Trustee contact data to Charities Commission, Annual Returns to the Church in Wales and Diocese.
• Supporting the Ministry Area to comply with the activities of the Annual Vestry Meeting, including meeting arrangements and paperwork for the appointment of Officers and Council members (e.g. Trustee and Churchwarden declarations).
• Assist the MA Safeguarding Officer with administrative duties, (e.g. maintaining the safeguarding database (My Church People), extrapolating database information for review, booking safeguarding training, co-ordinating DBS applications and acting as an identification verifier.
• Supporting the Ministry Area to participate in annual Diocesan elections.
• Assist with the administration and data input to the membership and attendance database.
• Data collection/input for copyright licences.
Finance (as agreed with the Ministry Area Treasurer):
• Management of petty cash system.
• Administrative support (e.g. data entry to Myfund accounting, production of the annual report, MA insurance contract, copyright licence).
Building Management:
• Assist in the maintenance of equipment for the office and its church building (e.g. photocopier, piano/organ Tuner & Inspections, Lift Inspection, Alarm Services, Fire Services, boiler inspections and Quinquennial Inspections).
• Management of regular and ad-hoc lettings of the building, including letting contracts and fees.
• Oversee the cleaning contract, advising appropriate persons of any issues.
• Support and encourage volunteers working in the church premises and gardens.
• Administer key control and asset register procedures.
• Maintain an awareness of the health & safety and insurance requirements of the building.
• Support the building health and safety officer in the upkeep of the building (e.g. scheduling of works).
Communication:
• Update and development of the Ministry Area website and social media accounts.
• Co-ordinate and maintain regular lines of communication with Church Committees across the Ministry Area.
• Produce and distribute digital and paper publications on behalf of the Ministry Area.
• Ensuring up-to-date contact details are maintained and updated to the Diocesan Office.
• Enabling the two-way communication between the Ministry Area and staff of the Diocesan Office, including promotion/notification of new initiatives, resources available and constructive feedback.
• Ensuring that internal and external noticeboards are kept tidy and up to date.
Any other duties as may reasonably be required of the role at the discretion of the Line Manager.
Main tasks and responsibilities:
The tasks and responsibilities required for these positions are subject to variation between Ministry Areas, dependent on the individual MA needs and current level of volunteer support.
The list below details all tasks that may be expected for a successful candidate to assist with. The successful candidate will not be required to assist with all tasks listed, specific responsibilities will be agreed with the MA team at the time of appointment.
General Administration:
• Act as the central point of contact for the Ministry Area.
• Act as first point of contact, handling all forms of enquiry (e.g. post, phone, email), actioning responses as appropriate.
• Process incoming and outgoing email and paper correspondence.
• MA diary management, and meeting arrangements.
• Administrative support for all clergy for matters relating to baptisms, funerals, weddings (e.g. enquiries, communications, bookings, registers, certificates, materials & payments).
• Supporting the meetings of the Ministry Area Council (MAC) and the Ministry Area Executive (MAE) (e.g. arranging meetings, preparing and distributing agenda and papers, minuting taking, and tracking actions).
• Develop, maintain and manage paper and digital filing and record keeping in line with current Data Protection legislation (e.g. electoral roll, registers, records of fees).
• Ordering of supplies for church ministry and office use (e.g. communion supplies and stationery).
• Maintaining a presentable, welcoming, and safe working environment.
Governance, Process and Reporting:
• Participate in meetings of the Ministry Area Administrators, sharing good practice, processes and resources as directed by the Ministry Area Admin & Resources Supervisor.
• Management of statutory documentation including registers, certificates, and applications.
• Regular submissions on behalf of the Ministry Area, e.g. Annual Report and Trustee contact data to Charities Commission, Annual Returns to the Church in Wales and Diocese.
• Supporting the Ministry Area to comply with the activities of the Annual Vestry Meeting, including meeting arrangements and paperwork for the appointment of Officers and Council members (e.g. Trustee and Churchwarden declarations).
• Assist the MA Safeguarding Officer with administrative duties, (e.g. maintaining the safeguarding database (My Church People), extrapolating database information for review, booking safeguarding training, co-ordinating DBS applications and acting as an identification verifier.
• Supporting the Ministry Area to participate in annual Diocesan elections.
• Assist with the administration and data input to the membership and attendance database.
• Data collection/input for copyright licences.
Finance (as agreed with the Ministry Area Treasurer):
• Management of petty cash system.
• Administrative support (e.g. data entry to Myfund accounting, production of the annual report, MA insurance contract, copyright licence).
Building Management:
• Assist in the maintenance of equipment for the office and its church building (e.g. photocopier, piano/organ Tuner & Inspections, Lift Inspection, Alarm Services, Fire Services, boiler inspections and Quinquennial Inspections).
• Management of regular and ad-hoc lettings of the building, including letting contracts and fees.
• Oversee the cleaning contract, advising appropriate persons of any issues.
• Support and encourage volunteers working in the church premises and gardens.
• Administer key control and asset register procedures.
• Maintain an awareness of the health & safety and insurance requirements of the building.
• Support the building health and safety officer in the upkeep of the building (e.g. scheduling of works).
Communication:
• Update and development of the Ministry Area website and social media accounts.
• Co-ordinate and maintain regular lines of communication with Church Committees across the Ministry Area.
• Produce and distribute digital and paper publications on behalf of the Ministry Area.
• Ensuring up-to-date contact details are maintained and updated to the Diocesan Office.
• Enabling the two-way communication between the Ministry Area and staff of the Diocesan Office, including promotion/notification of new initiatives, resources available and constructive feedback.
• Ensuring that internal and external noticeboards are kept tidy and up to date.
Any other duties as may reasonably be required of the role at the discretion of the Line Manager.