Bi-Lingual Parish Administrator (Spanish/English)

This job has now expired
London
Fixed Term Full Time

The Parish of Holy Trinity with Saint Matthew is a bilingual (English-Spanish) Church in the heart of the Elephant and Castle area of South London. It is the home of a very varied population and the congregation of the parish reflects this diversity. We are a welcoming, flourishing and open minded Church with a strong sense of belonging and family.

This is an exciting new role to support our growing church as we develop our ministry in a bi-lingual Church. The role of Parish Administrator is responsible for managing the Parish Office and the role covers a wide range of tasks associated with the support for the clergy and the services, administration of the church, the bookings and management of the church hall.

This post provides bi-lingual administrative support to the parish of Holy Trinity and St Matthew’s and the post holder will work closely with the parish priest and officers of the church (including the churchwardens and members of the PCC).

The administrator will be responsible for ensuring that the parish supports both its Spanish and English speaking congregation and communities, through the appropriate translation of documents and information, and through the ability to communicate in both languages to all involved in the parish.

The role of Parish Administrator is responsible for managing the Parish Office and the role covers a wide range of tasks.

Church Administration:

  • Dealing with confidential financial matters and sensitive documents
  • Designing and producing weekly notice sheets, occasional orders of service, posters and leaflets to promote church activities
  • Managing the administrative aspects of baptisms, weddings, funerals and other occasional services, and the maintaining of church registers
  • Administrative support to the Rector and the Associate Rector
  • Being the first point of contact for enquiries from the general public (phone, and email)
  • Compiling papers for the Parochial Church Council (PCC) and Annual Parochial Church Meeting (APCM) and minute taking
  • Producing parish communications e.g. Christmas leaflets, annual reports
  • Acting as Data Controller for Parish records (Electoral Roll, database etc.) and ensuring that the Parish is compliant with GDPR
  • Updating the Church website

Premises management

  • Dealing with all bookings for Hall and the Church and updating the online diary with details of room hires
  • Issuing invoices to users and ensuring invoices are paid on time
  • Dealing with regular maintenance personnel and liaising with contractors
  • Overseeing the cleaning contract for the premises
  • Ensuring the security of the premises (particularly the issuing of keys) and compliance with health and safety requirements
  • Attending Premises Committee meetings (daytime, monthly)

Health and Safety

  • Work with the PCC to ensure that Health and Safety matters are fully complied with including:
  • Fire Safety
  • First Aid
  • Ensuring all necessary compliance checks are carried out and records of inspections and testing are maintained.

Safeguarding

  • Support the Parish Safeguarding Officers with ensuring that processes are and procedures for activities involving Children and Young People, and Vulnerable adults, are carried out in accordance with the Diocesan and National guidelines
  • To process the applications for DBS Disclosures through the on-line procedures, including arranging for ID checks, and supporting volunteers in the process for gaining these checks.

Security

  • Be responsible for the day to day security of the premises by ensuring all users are aware of the locking up arrangements, including the closing of all windows when vacating the buildings.
  • Keep a log of all keys and key holders for the premises in accordance with the agreed arrangements.
  • Ensure that buildings are left secure and tidy after bookings.
  • Check that hirers treat the building in accordance with the bookings’ contract and report to the PCC any hirers who infringe booking conditions.
  • Be aware of undesirable persons on the site and premises and take necessary action for their removal.

Building Maintenance

  • Carry out regular checks of the premises (inside and out) and to bring to the attention of the PCC any damage or vandalism or misuse of the buildings.

Essential

  • Bilingual (Spanish-English)
  • Able to translate parish news, content of service booklets and other information both ways.
  • A mature and sensitive manner in dealing with members of the public, and in fostering good relationships with staff and Church officers, tenants, other regular contacts and volunteers
  • Have good spoken and written language skills and an excellent telephone manner, in both languages.
  • Be able to guarantee confidentiality and discretion in relation to people and information.
  • Excellent IT skills, especially Apple.Competent in MS Word, Excel, Outlook and PowerPoint and have the capacity to use the internet well as well as to learn other Parish IT systems
  • Be well organised, used to managing conflicting demands, and be able to prioritise time and resources effectively, often within tight deadlines (which may mean being available at flexible hours).
  • A capacity to work much of the time without supervision and the ability to handle multiple tasks and to work to deadlines
  • Reliability and discretion in dealing with confidential or sensitive matters
  • Sympathy with the aims of the Church of England.

Desirable

  • Familiarity with updating websites using a content management system
  • Have a practical understanding of the way parishes work or some other aspect of the workings of the Church of England
  • An understanding of good practice in Safeguarding
  • Knowledge of the General Data Protection Regulation (GDPR)
  • Previous administrative experience

It is a requirement of this role that a satisfactory Enhanced DBS check takes place before commencement.

As a Diocese, we celebrate churches, worshipping communities and fresh expressions of Church, across the full spectrum of traditions, that speak well of each other and support each other as together we seek to deliver a our key objectives. This diversity and range of contexts within our Diocese means there needs to be more than one approach to missional growth – and this role will be a key feature of our journey towards delivering this growth.

In 2016, the Diocese was awarded a major grant to develop fresh expressions of Church throughout the Diocese and to grow the Church in new development areas, in particular the Nine Elms development on the South Bank in the Vauxhall /Battersea area.

In 2019 the Diocese was awarded a second major grant this time for six specific projects in places identified across the Diocese where there is a clear opportunity for growth and where lessons learned can be replicated to good effect across the Diocese and the wider church. The bi-lingual parish of Holy Trinity and St. Matthew's is one of these projects, and the administrator post will play a key role in its development and success.

Closing Date for Completed Applications is: 16th January 2020

For an informal conversation about the role, please contact the rector, Father Hugo Adán on 020 7357 8532