<p> saintlaurence Reading St Laurence Church Job Description</p><p>Vacancy: Maternity Cover – P/T Office Manager & Vicar’s PA </p><p>Hours 20 hours p/w (Must include Mon & Tues 9.30-2.30)</p><p>Salary Up to £23,956 PA FTE (dependent upon experience)</p><p>Contract 7 Months Fixed-Term (5th Oct 2015 – 30th April 2016)</p><p>Starting Date: Ideally available from 5th Oct for 1 month handover with existing post-holder, must be available to start 2nd Nov 2015</p><p>Location: St Laurence Church, Friar St, Reading, RG1 1DA</p><p>Reports to: Vicar </p><p>Job Purpose/Summary This is a critical role that enables the smooth running of the church office and all operations in order to support and facilitate the ministry of St Laurence. The post-holder would need to provide executive administrative & advisory support to the Vicar and would manage Church Service Administration, Communication, Events, HR & Finance. </p><p>Key relationships</p><p> All members of the staff team</p><p> PCC, Church Wardens & church members (where necessary) </p><p> Arabella Mates – Vicar’s PA @ Lambeth Palace </p><p> Hiring organisations/individuals </p><p> Service providers </p><p> Visitors </p><p>Duties & Responsibilities</p><p>Specific job responsibilities & duties include:  Provision of administrative & advisory support to the Vicar  Overseeing the smooth running of the church office  Specific responsibility for Service Administration, Communication, Events, HR, & Finance  Supporting the Finance Administrator  Acting as first point of contact for all enquiries </p><p>1). Welcoming/Reception </p><p> Be the first point of contact for any enquiries or visitors (by phone, email or in person) including responding to emails sent to the “admin” address, taking all phone calls & responding to messages and welcoming visitors into the building. </p><p> Manage all incoming and outgoing mail </p><p>2). Service Administration </p><p> Oversee the recording and uploading of sermon podcasts onto host site and link to Face book & St Laurence website </p><p> Request a copy of each rota to hold in the office for staff reference and chase when new ones needed (e.g. S1, S2, Worship, Children’s Work etc). </p><p> Send out weekly email to those involved in the forthcoming Sunday Service to co-ordinate content and flag specific events (e.g. baptisms, christenings, visiting speakers). </p><p> Ensure any additional literature has been produced in preparation of services (e.g. Order of Service, Lent Prayer Books etc). </p><p> Complete quarterly marriage returns and annual parish statistics</p><p> Maintain records of electoral roll & prepare all necessary paperwork for AGM & AVM in coordination with PCC Secretary </p><p>3). Communication </p><p> Maintain and regularly update the St L database</p><p> Regularly update the church notice board including information displayed on the community board and circulate relevant information via Face book and email to the St L Community </p><p> Prompt and send out weekly e-newsletter to the St L Community in co-ordination with Vicar  Update relevant sections of St L website as required</p><p>4.) Events (Internal & External) </p><p> Respond to all enquiries and potential booking requests</p><p> Manage the church diary and entry of all bookings </p><p> Provide/source refreshments for relevant internal events (e.g. Shared Conversations, Jim McNeish, PCC). </p><p> Provide a tour of the church facilities as requested</p><p> Administrate all external bookings including the completion of contracts</p><p> Ensure information booklet for prospective hiring individuals/organisations is up to date </p><p> Liaise with main contact regarding all logistics, practicalities and equipment needs prior to the event</p><p> Arrange for equipment to be set up as required</p><p> Ensure a nominated key holder is provided where necessary</p><p> Communicate all forthcoming bookings with staff members </p><p> Produce and send out feedback survey following all events </p><p> Initiate opportunities to further market St L as an events venue </p><p> Update the venue hire section on St L website </p><p> Oversee all licensing requirements for relevant events </p><p> Refer to PCC sub-committee regarding any potential bookings outside of the usual remit </p><p>5.) HR</p><p> Maintaining records of all leave for PCC Employees</p><p> Updating employment contracts & staff handbook annually  Conducting salary reviews upon the request of PCC annually </p><p> Liaising with payroll provider and sense checking pay details to ensure all information correct </p><p> Advising on HR-related issues (or sourcing legal advice where necessary) </p><p> Assisting the Vicar by co-ordinating staff away days, training, line management, coaching sessions, clinical supervision and setting up management committee meetings </p><p>6.) Finance</p><p>Supporting the Finance Administrator by:</p><p> Forwarding on any relevant finance related emails or post received</p><p> Acting as point of contact or referral for Finance Administrator</p><p>6.) Buildings/Office Management</p><p> Oversee various service contracts (including cleaner, fire & security, gas & electricity, buildings insurance etc) and liaise with Finance Administrator & Curate when renewing/changing</p><p> Oversee use of downstairs storage area by hiring organizations and communicate to staff team accordingly any new/revised arrangements </p><p> Place orders for relevant equipment or stationery as required</p><p> Maintain a welcoming and tidy office environment (to include filing) </p><p> Co-ordinate with the Curate with regards to any IT needs </p><p>7.) Personal Assistant to the Vicar </p><p> Manage the Vicar’s diary, booking meetings & travel (as requested) ensuring he has the necessary paper work in advance</p><p> Liaise regularly with the Vicar’s other PA at Lambeth Palace to ensure a joined-up approach for diary management & recouping lieu days </p><p> Respond on behalf of the Vicar to emails, letters & phone calls as requested  Prepare all necessary documents on behalf of the Vicar</p><p> Advise the Vicar on any issues in which you are consulted on </p><p> Maintain and prioritize a list of the Vicar’s existing tasks and follow-up as necessary </p><p> Meet with the Vicar on a weekly basis to discuss diary commitments and tasks to be undertaken</p><p> Prompt the production of documentation as required (e.g. agendas for forthcoming meetings).</p><p> Oversee the logistics and administration of all internal ad-hoc events as proposed by the Vicar (e.g. visit to Lambeth Palace, Jim McNeish weekend etc) including budgetary management and feedback to Treasurer and Finance Administrator as required. </p><p> Attend events in support of the Vicar as requested (e.g. funerals) </p><p>8.) Other ad-hoc duties</p><p> Other ad-hoc tasks as required. </p><p>General</p><p>In addition to the specific duties and responsibilities outlined in this job description, all St Laurence Church employees should be aware of their specific responsibilities towards the following:</p><p> Must be respectful of the Christian ethos and overall values of the church and uphold ethical and professional standards and not behave in a manner that is likely to bring the Church into disrepute. </p><p> St Laurence operates a no-smoking policy. The post holder should either be a non-smoker or be prepared not to smoke in any church premises, grounds or vehicles or when on St Laurence business outside the office.</p><p> Adhere to all health & safety and fire regulations and to co-operate with the church in maintaining good standards of health & safety. </p><p> Demonstrate a commitment to ongoing learning and development and to participate in any training relevant to the role.</p><p> You will also be required to attend weekly staff meetings and participate in other ad hoc meetings as necessary. </p><p>This job description is not exhaustive. It merely acts as a guide and may be amended to meet the changing requirements of the Charity at any time after discussion with the post holder. saintlaurence Reading</p><p>St Laurence Church Person Specification </p><p>Job Title: Temp Office Manager & Vicar’s PA </p><p>Work Requirements and Experience:</p><p>Essential: . GCSE/A-levels (Grades A-C) or equivalent . PC literate with demonstrated proficiency in Outlook, Word, Excel & PowerPoint . Administrative experience . Attention to detail . Approachable, friendly and outgoing individual with excellent relational skills . An effective team player . A commitment to confidentiality . Excellent organisational skills . Excellent time management & the ability to prioritise work load efficiently . Ability to judge situations and handle sensitively . Good written & verbal communication skills . A citizen of the UK or the EU, or have entitlement to work in the UK. . A DBS Enhanced Disclosure for Adult & Child Workforce including barred list checks . A respect of and sympathy towards the Christian ethos and values of the Church </p><p>Desirable: . Working knowledge of the Church of England . HR knowledge and/or experience . Finance knowledge and/or experience . Events management experience . Previous PA experience </p>