JOB DESCRIPTION for TRINITY (METHODIST / UNITED REFORMED) CHURCH ADMINISTRATOR

Responsible to:
The Minister and Property & Finance Sub-Committee for the duties and responsibilities (as set out below) and Treasurer and Church Secretary for day-to-day office related matters.

Line Manager:
The Minister, Church Secretary or Treasurer.

Objectives of the post:
To carry out effective administration of the facilities at Trinity Church Golders Green, including routine church correspondence; maintenance of church records; basic book keeping; church hall lettings and church flat; and the security, care and maintenance of property to support the ongoing mission of the church.

Duties and responsibilities:

1. Be the administrative point of contact for church correspondence, ensuring messages, mail and other information is distributed efficiently to post holders.
2. Maintain church records/policy documents in accordance with current guidelines and data protection (including insurance, food handling, CCLI licencing & returns; Sunday attendance; health and safety; church membership lists and directory; and safeguarding).
3. Provide expert secretarial services to the Church, including the preparation and printing of church orders of service for Sunday Worship, funerals, weddings and other occasions as required, preparation of weekly notice sheets, and PowerPoint presentations.
4. Produce any other materials (booklets, posters, documents etc) expertly using the PC Products provided, to support the church in its mission.
5. In consultation with Church Council and the Minister, develop organisational and administrative systems used in the Church, making full use of available technology.
6. In consultation with Church Council and the Minister, promote and market the lettings of the facilities, select clients and organize booking of Trinity Church, Golders Green in co-ordination with the various Church events in line with the Church's developing Lettings Policy.
7. Deal with enquiries made to the office in person, by phone or email and to be the 'first point of contact for those needing to talk to someone, and to make appropriate referrals.
8. Assist the church to administer claims for Gift Aid and GASDS.
9. Manage the invoicing and collecting of all payments and passing to the Church Treasurer.
10. Keep accounts of Lettings income and provide Debtors analysis monthly and forecasts for lettings.
11. Maintain petty cash and respective invoices; liaise with the Treasurer for other payments.
12. Ensure Church owned property is managed on a day to day basis including receipt of rents, informing the Property & Finance Committee of repairs required, supervising workers, and implementing the decisions of the Church Council.
13. In accordance with the Church budget, arrange for servicing and order all materials and supplies for the maintenance of the facilities, building services and items of equipment, including office equipment, CCTV system, the organ and pianos.
14. Liaise with the Minister, Treasurer and Chair of the Finance & Property Committee regarding all financial and administrative matters.
15. Provide clerical and accountancy support to the Treasurer as required.
16. Attend the Church Council and / or Finance & Property Meetings as required (these are likely to be evening meetings with appropriate time off in lieu).
17. Manage the security of the premises (including CCTV system) and ensure that appropriate arrangements are made to unlock and lock the facilities especially during holiday periods.
18. Supervise the use of the facilities and equipment at the premises.
19. Contribute to the smooth running of the church halls, including setting up rooms for users which may require moving furniture.
20. Undertake such other professional duties that fall within the objectives of the post as may be required by the Minister or Officers of the Church.

TERMS AND CONDITIONS - CHURCH ADMINISTRATOR (Part-time)

• Terms of appointment: Permanent
• The salary will be £5,600 - £6,714 per annum depending on qualifications and experience.
• Normal working pattern: 10 hours per week excluding breaks over 2-3 afternoons. Duties may require occasional evening and / or Saturday work, with time off in lieu.
• Pension provision will be made in accordance to statutory requirements.
• A small budget will be available for role-specific training.
• 4 weeks statutory annual leave entitlement per year (pro rata).
• Appointment will be subject to satisfactory references.
• Appointment will be subject to the satisfactory completion of a six-month probationary period.

Please read through all the information carefully before beginning your application. If you then decide you wish to apply for the position, please complete the enclosed application form. You should fill in the form step by step, noting the following points:

• The supporting statement is your opportunity to ‘sell yourself’. In answering this section, it is important to provide evidence of your knowledge and skills as they relate to the post. Merely stating that you are good or competent at something will score fewer points than if you are able to support your statements with work based examples. Please do not assume that we have prior knowledge of your capabilities.
• Please provide details of two referees, (one your present or most recent employer and one referee who is able to comment on your ability to perform the role for which you are applying).
• Please do not attach a CV as it will not be accepted.

Applications will only be accepted by email and should be marked ‘Confidential’ in the Subject Line and sent to:

Applications need to be received by 5 pm Friday, 6 October 2017.
Short-listing will be carried out thereafter and all applicants will be contacted following this. Interviews will be held in the week commencing 16 October 2017.

Those invited to attend an interview will be required to come to:
Trinity Church (Methodist / United Reformed), 90 Hodford Road, Golders Green, London, NW11 8EG

NB: Please note that shortlisted applicants must bring with them their proof of eligibility to work in the United Kingdom at the point of interview. This is most commonly a UK passport, but more information on this can be found at:
https://www.gov.uk/check-job-applicant-right-to-work

1. After the advertised deadline date, all applications will be processed. Late applications, however, will not be considered.
2. The first page of the completed application form will be detached by a person independent of the selection process and used for monitoring purposes only. This will also apply to the equal opportunities monitoring form, should you choose to submit this.
3. Shortlisted applicants will be contacted by the Church recruitment team and to be notified of the time and format of the interview.
4. Once all interviews have taken place, applicants will be contacted and told of the outcome by phone/letter and a provisional job offer will be made to the successful applicant.