Overview
The Parish Office Administration Assistant is a 12-hour per week, part time role that supports the daily life, ministry, and mission of the parish by providing reliable, organised, and warm administrative assistance. This role is often the first point of contact for parishioners, visitors, and members of the wider community, and therefore requires professionalism, hospitality, and discretion.
Key Responsibilities
1. General Office Administration
* Maintain a welcoming and orderly parish office environment.
* Respond to phone calls, emails, and in-person enquiries in a timely and courteous manner.
* Prepare and distribute parish communications as required (e.g., weekly pew sheets, notices, mail-outs).
* Assist with basic recordkeeping, filing, data entry, and document management.
2. Bookings & Enquiries
* Manage bookings for venue hire, including calendars, documentation, and coordination with parish staff and hirers.
* Receive and process initial enquiries for weddings, funerals, and other pastoral offices, ensuring accurate information is collected and passed on to clergy.
* Maintain clear, up-to-date booking records and liaise with relevant teams as needed.
3. Diary & Office Management
* Support clergy and ministry staff with diary management and appointment scheduling.
* Monitor office supplies and ensure resources are kept stocked and organised.
* Assist with preparation for parish events, meetings, and liturgical occasions where required.
4. Safeguarding and Compliance
* Maintain accurate Safe Ministry and safeguarding registers in accordance with diocesan requirements.
* Ensure that volunteers and staff have up-to-date clearances, training, and documentation.
* Handle sensitive information with strict confidentiality and diligence.
Skills and Attributes
Essential:
* Excellent proficiency with Microsoft Office (Word, Excel, Outlook).
* Strong organisational skills, with the ability to manage multiple tasks.
* Warm interpersonal skills and a gracious, professional communication style.
* High level of accuracy and attention to detail.
* Reliability, punctuality, and the ability to work independently.
Desirable (or willingness to learn):
* Competence with Adobe Creative Cloud and/or the Affinity design suite.
* Basic understanding of the Anglican Church of Australia, its worship, and parish life.
* Experience in office administration or customer service.
Personal Qualities
* Friendly and welcoming presence, able to relate well to a diverse range of people.
* Discretion and respect for confidential information.
* A collaborative attitude and willingness to support the wider mission of the parish.
* Initiative, flexibility, and a sense of responsibility for the smooth running of the parish office.
Other Requirements
* Willingness to undertake Safe Ministry training and hold a current Working With Children Check (WWCC) as required by the Anglican Church of Australia.
* Occasional attendance at parish events or meetings outside standard hours may be requested, with notice.