RC DIOCESE OF ARGYLL AND THE ISLES
Job Description – Office Administrator
Job Title: Office Administrator
Location: RC Diocese of Argyll and the Isles, Diocesan Offices, Oban PA34 5AB
Responsible to: Vicar General
Hours of work: 25 hours per week (with flexibility for some remote working)
Date of Post: December 2020
Key Functions: Provide full Administrative and Clerical support for Diocesan Office, including Bishop, Trustees and Treasurer.
Assist the Treasurer with book-keeping and general financial matters to ensure the smooth running of the Diocese.
Provide Secretarial support to the Bishop.
Liaise with and support Parishes across the Diocese.
Main duties: Support Bishop, Trustees, Treasurer and Parishes in various ways, including:-
Maintain and process financial data, under the supervision of the Treasurer.
SupportTreasurer with other various tasks, including diocesan and parish accounts; monthly payroll; banking; monitoring, paying, and filing of invoices; processing Special Collections.
Process all Gift Aid claims to HMRC.
Maintain files for all parish and diocesan bank statements.
Provide secretarial support to Bishop.
Diary appointments, coordinate & schedule visits / book travel arrangements.
Take minutes at meetings as required, preparing, and issuing meeting papers.
Typing, photocopying and general correspondence.
Maintain an appropriate filing system in line with GDPR.
Attend to incoming and outgoing mail and telephone enquiries.
Take responsibility for purchasing office supplies, ensuring best value.
Manage Catholic Teacher Approval Applications.
Maintain Visa records of overseas clergy.
Carry out any other tasks as directed by the Trusteesor Treasurer.
Person Specification - Office Administrator
POST: OFFICE ADMINISTRATOR RC DIOCESE OF ARGYLL AND THE ISLES ATTRIBUTES ESSENTIAL DESIRABLE METHOD OF ASSESSMENT EDUCATIONAL QUALIFICATIONS Application form / √ Evidence of relevant qualificationor vocational training Examination of documents RELEVANT WORK / OTHER EXPERIENCE Experience of working in a similar type role √
Previous experience of book-keeping, financial record √ keeping, maintaining accounts Application form /
Interview
Knowledge of Financial procedures √
Experience of working with and assisting various √ stakeholders SKILLS AND ABILITIES Competent in a range of IT systems, including Microsoft
Office, e.g.Excel&Word and in using management √ information systems and databases
Can work collaboratively with others (face to face and √
online)
Excellent administration, clerical and organisational skills √
Application form /
Interview Excellent oral and written communication skills and √ ability to produce concise and accurate minutes
Able to work to tight deadlines with attention to detail √ and minimal supervision
Good telephone manner √
Ability to use own initiative √
PERSONAL QUALITIES / OTHER Gets on well with others, has excellent interpersonal skills √
Trustworthy, with personal integrity √
Diplomatic and a high regard for confidentiality √
Application form / Flexible approach to work, including ability to work √ Interview remotely and online as necessary, with occasional requirement to work outside normal hours.
Must be willing to work within a Christian framework and be sensitive to its ethos √