St Mark’s Church of Scotland
Job Description: Office Administrator
November 2024
Main purpose of the post:
Working as part of a team you will provide general administrative support to the congregation, elders and ministry team and to participate in all areas of its work taking specific responsibility for the administrative work of St Mark’s Parish Church.
Context:
St Mark’s Parish Church, is a prominent building on St Mary’s Place, St Andrews, Fife. It is a Church of Scotland congregation and is a Scottish Charity (SC014934). We have a busy building used through the week and a strong worshipping congregation on a Sunday morning as well as a Messy Church which runs monthly. As part of the mission of St Mark’s Church, one of our goals is to have far reaching outreach within our community. We provide space, resources and opportunities for all ages and abilities in our Parish and advancing community development by providing accommodation in our halls for a wide range of groups and activities.
MAIN DUTIES
Overseeing the day to day running of St Mark’s Church Office, planning, monitoring and management:
Ministerial Support
• Working with the Ministry Team to support the worship life of the church. Printing and disseminating online the Church notices and overseeing the Order of Service for each week. Contacting the reader, collating and co-ordinating intimations and printing the Order of Service. Taking the minutes for the Worship Planning Committee and supporting them in their work.
• Co-ordinating the availability of the church for funerals, weddings and other church services. Ensuring the organisation of stewards, provision of sound and recordings, and arranging for a sound system co-ordinator. Supporting the ministry team in preparing tea and coffee for bereaved families at funerals or at pastoral visits within the church.
• Any other duties as may be reasonably required.
Office Support
• To manage the church office, including the photocopier, phones, stationery and cleaning orders, etc, and to troubleshoot any issues on a regular basis.
• Print and distribute duty rotas.
• Acting as the central point of contact for St Mark’s, collecting, distributing and disseminating all emails and correspondence received as well as dealing with all telephone calls and forwarding messages as required.
• Keep all mailing lists using spreadsheets and Mail Chimp (both emails and property addresses). Maintain the directory of office bearers, and of organisations up to date, and the Congregational Roll, using knowledge of current GDPR.
• Running and keeping up to date the church Trello boards, ensuring all tasks are completed timeously.
• Managing the church diary and ensuring papers for meetings are circulated in good time.
• Prepare “to do” lists to guide those filling in while the Administrator is on holiday.
Communication
• Working with the Communication Committee to enable the life of the community to be reflected in the life and worship of the church, in particular the website, Facebook Page, printing of the newsletter, and any other means of communication as required.
Trustee Administration
• Working closely with the Session Clerk team to ensure the smooth running of the Kirk Session, filing session minutes, sending out session papers, communication emails, and ensuring proper congregational records are kept digitally and on paper, e.g. congregational roll, new members, weddings, baptisms, deaths, etc.
• Liaising with the Finance Team regarding all financial matters and monitor the office expense account.
Property
• Working closely with the Property Committee and managing the maintenance and administration for the running of the church building on St Mary’s Place St Andrews, ensuring its heating, key protocols, health and safety, etc. are all in place and up to date, and managing its availability to the community.
• Management of the hall lets, liaising with the groups which let the halls and ensuring we do what we can to maximise the income to the congregation from letting the building and ensuring all the necessary administration is correctly completed.
Education and Outreach
• Working with the Education Committee in promoting and developing the mission of the worldwide church as well as the groups and activities in St Mark’s Church building through printing materials, publicising events and maximising the facilities on offer.
• Raising the profile of St Mark’s Church within the local community and with relevant partners and external organisations.
• Supporting the administration of any church groups that require assistance.
Inclusion
The Church of Scotland is an equal opportunities employer with an active inclusion policy. Please let us know if there’s any accessibility requirements or modification of the application, interview process or role which would enable you to fulfil this post.
NB: Two references will be called after interview and prior to appointment.
Please see St Mark's Church website for Knowledge, Skills and Experience requirements
For any further information about this role please contact: Janet Foggie, Locum Minister
locum@stmarksparishchurch.org or Moira Peebles, Finance Convenor, finance@stmarksparishchurch.org