The Administrator and Vicar's Assistant plays a crucial role in supporting the Vicar and staff team by ensuring the smooth running of administrative, organisational, and communication tasks. This role enables the Vicar to focus on ministry and leadership by delegating key operational responsibilities. The postholder will also undertake any additional tasks delegated by the Office and Facilities Manager and Vicar as required.
Key Responsibilities:
1. Administrative Support
• Maintaining filing systems and legal documentation.
• Managing ChurchSuite issues and logistical support for volunteers.
• Ensuring policies, publicity materials, and service records are up to date.
• Handling weekly banking, news sheets, and diocesan reporting.
• Overseeing inventory stock checks and office supplies.
• Providing administrative support for projects and initiatives.
• Undertaking additional administrative tasks as delegated by the Vicar.
2. Event & Service Coordination
• Organising staff retreats, Christmas parties, and volunteer appreciation events.
• Supporting one-off events and onboarding processes.
• Coordinating the annual Time to Remember Service and special services.
3. Communication & Correspondence
• Managing enquiries and administration for weddings, baptisms, and funerals, including record-keeping and fee processing.
• Coordinating communication with baptism and confirmation candidates.
• Liaising with funeral directors and families.
4. Scheduling & Rotas
• Managing rotas for Sunday hosts, welcomers, and service leaders.
• Supporting the Vicar with preaching and leading schedules.
• Preparing EasyWorship schedules and electronic orders of service.
5. Meeting & Team Support
• Taking minutes for key team meetings.
• Assisting in updating job descriptions and performance booklets.
• Developing process documents for key church functions.
6. Project & Compliance Support
• Assisting with safeguarding and compliance-related projects.
• Preparing and coordinating APCM paperwork.
7. Digital & Technical Support
• Managing scrolling notices and foyer displays.
• Operating technology for midweek services and special events.
8. Christian Acts of Worship
• Staff meetings may include Christian worship, and there is an expectation to respect and support the church’s vision and values.
9. Recognition & Celebrations
• Arranging thank-you gifts, birthday acknowledgements, and leaving gifts.
Person Specification
Essential:
• Strong organisational and administrative skills.
• Attention to detail and ability to manage multiple tasks efficiently.
• Discretion and confidentiality in handling sensitive information.
• Proficiency in IT systems, including Microsoft Office.
• Excellent communication skills, both written and verbal.
• Ability to work independently and proactively.
• Problem-solving skills and initiative.
• Sympathetic to Christian values, and supportive of the vision of St. Peter’s Church.
Desirable:
• Experience in a similar administrative role.
• Event planning and coordination experience.
• Hold UK Driving License.
Reporting:
The Administrator and Vicar's Assistant reports to the Office and Facilities Manager and works closely with the church staff team. Regular meetings will be held with the Vicar.
Salary & Hours
• Salary: £25,711 (pro-rata)
• Hours: Full-time, 6-month fixed-term contract (37.5 hours per week), with the possibility of extension depending on employer requirements.
We welcome applications from candidates interested in a part-time role— please specify your preferred working arrangement in your cover letter.
Additional requirements:
We seek a candidate who is available to work during school holidays.
On-site presence required (the successful post holder will live within commuting distance of St. Peter’s Church, Farnborough).
The PCC of St. Peter’s is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All post holders and volunteers are expected to share this commitment. This role is subject to a Basic Check for Child Workforce by the Disclosure and Barring Service (DBS). You must disclose any conviction unless exempt under the Rehabilitation of Offenders Act 1974 (Exceptions) Order.
We welcome applications from any individuals who feel that they meet the person specification, in particular from those who are currently underrepresented on our staff team such as those from ethnic minority backgrounds and those with visible or invisible disabilities.
Application Process
To apply, please submit your application via email to admin@stpetersfarnborough.org.uk, including the following:
• Your CV
• A cover letter addressed to Jen Ballard (Office and Facilities Manager), outlining your reasons for applying and how your experience aligns with the person specification. If you are interested in a part-time arrangement, please indicate this in your cover letter.