APPLICATIONS OONLY ACCEPTED ON APPLICATION FORM
JOB DESCRIPTION
Job Title: Circuit Office Manager (Lay Employee in the East Mercia Circuit)
Location: The role is based at the Circuit Office: Rugby Methodist Church Centre, Russelsheim Way, RUGBY, CV22 7TB
Responsible to: The post is a Circuit appointment and will be under the supervision of the Superintendent Minister.
The role is a part-time permanent position.
Hours: 22.5 hours per week (0.6 fte)
Salary: The salary is £16.00 ph.
Purpose and Objectives: The Circuit Office Manager is responsible for the administrative management of the Circuit, providing administrative support to the Superintendent, facilitating the work of the Circuit by assisting with communication, record keeping and compliance.
The Circuit Office Manager will line manage the Circuit Office staff.
Main Responsibilities:
Line Management:
• Have a working knowledge of the duties of the Circuit Office staff.
• Oversee and direct the work of the Circuit Office staff.
• Conduct appraisals with Circuit Office staff at least annually and follow up any areas which arise.
• Deal with any issues arising from the work of the Circuit Office staff (either welfare, training or of a disciplinary nature).
Communication
• Be the principal point of contact for Circuit matters.
• As directed by the Superintendent and as required, communicate with individuals, Local Churches, District and Connexional officers.
• Ensure that the Circuit website is up to date, accurate and contains all the information needed by Circuit members and other users.
• Monitor that actions directed by the Circuit Meeting and other meetings in the Circuit are completed and communicated to the appropriate bodies.
• Respond to requests from the District or Connexion for information.
• Collect and collate information for the preparation of the Circuit Preaching Plan and maintain the access list of Roots on the Web
• Prepare and maintain newsletters and directories and statistical returns as required.
Compliance
• Be aware and keep up to date with changes in Methodist policies and inform the Circuit Leadership Team of these.
• Monitor Circuit compliance with, and completion of, property and financial schedules, licences, GDPR, safeguarding, and employment policies and practices.
• Ensure the completion of all routine Circuit property responsibilities.
• Be aware of safeguarding and risk assessment needs of future plans.
• Monitor the timely submission of Circuit returns to the District, Connexion and the Charity Commission.
Record Keeping
• Devise a method of keeping Circuit records so the information can be retrieved by those that need it. Keep this up to date. Such records would include Circuit Meeting records, property, manses, finance, safeguarding, local preaching and worship leaders and any others that arise from time to time.
• Provide administrative support to meetings in the Circuit – Circuit Leadership Team (CLT), Circuit Meeting (CM), Circuit Lay Employment Group (CLEG) etc.
HR Support
• Attend the Circuit Lay Employment Group meetings (CLEG) and take minutes of these meetings.
• Provide full administrative support for the recruitment of new lay staff to ensure compliance with Methodist best practice.
• Monitor time sheets of lay employees on a monthly basis and alert line manager where there seems to be an issue
• Monitor leave and sickness taken by lay staff
• Liaise with Payroll as and when required
Safeguarding
• Maintain a database of who should have which level of training and what level of training they have had, as advised by the Circuit Safeguarding Officer.
• Circulate details of latest training courses to those due training (copy in ministers)
GDPR
• Advise Circuit staff and Local Churches on GDPR requirements
• Maintain a list of breaches and notify CLT / CM
• Ensure that Circuit data mapping forms are up to date
• Devise and deliver training courses for churches as necessary
Equality, Diversity and Inclusion (EDI)
• Maintain a database of who should have which level of training and what level of training they have had, as advised by the Circuit EDI Officer or Superintendent Minister.
• Circulate details of latest training courses to those due training (copy in ministers)
General
• Regularly meet with the Superintendent Minister.
• Attend Circuit Leadership Team meetings, Circuit Meeting and Circuit events and meetings where possible.
• Any other duties and responsibilities, identified by the Superintendent as are within your capabilities and level of responsibility, in order to meet the needs of the Circuit, including providing appropriate administrative support to other ordained staff within the Circuit.
• Keep a record of hours worked and the location, mileage covered and job-related expenditure.