For Catholic Parish of Belper with Duffield and Ripley

New Appointment and Role Description

With the growth of the parish and as part of the Parish strategy I now wish to appoint a Parish Office Manager.

This is an exciting new role which brings the opportunity to shape and enhance the way in which the parish is organised and managed.

The successful candidate will be required to be able to operate on their own initiative with minimal supervision building new practises and procedures from the parish office in Ripley.

Further details are included in the role profile which follow below.  

Closing date for applications is Sunday 13^th August 2023.

Applications should be sent by email to Graham Roberts, Chair of the Parish Finance Committee at gvroberts@btinternet.com who is managing the recruitment on my behalf

Fr Michael Kirkham

Parish Office Manager – Role Description

This new role is required to maximize the efficiency of the operating procedures of the parish providing space for the parish priest to have a greater pastoral impact on the community. 

The role is responsible for the finances, office, buildings, and communication for a series of Catholic parish communities. The manager will report functionally to the parish priest as their line manager, but they will operate within the framework of the Diocese of Nottingham.

The role requires the office manager to be able to work independently and on his/her own initiative acting as the chief operating officer of the parish with the exclusion of the pastoral duties, which are the scope of the parish priest. 

Finance

• Managing all payments on behalf of the parish.
• Keeping all accounts up to date in accordance with legal and diocesan guidelines.
• Delivering the parish collections cash to the bank; and keeping accurate records.
• Producing the end of year account reports for the Diocese and parish.
• Managing gift aid records and returns.
• Procurement of supplies and items as required by the parish team.
• Liaising with the parish finance team, of which he/she will be a member.

Administration

• Acting as the primary point of contact for all service and liturgical requests.
• Responsible for upkeeping all parish register, census, and files.
• Identifying best practice for parish office management and bring innovation into the role as required and agreed with the parish priest.
• Ensuring a timely, seamless, and complete handover from a leaving priest to the new parish priest. 

Buildings

• Ensuring all buildings are compliant with all Health and Safety legal requirements. This includes to plan and arrange inspections,  provision of safety equipment, training, and risk assessments.
• Managing contractors for one-off projects and ongoing service and maintenance. This includes liaising with them regarding quotations, and complete proposals for projects for approval to the parish priest and/or Diocesan Buildings & Sites Committee. Role includes the supervision of work of contractors.

Communication

• Managing the contact list for all parish groups.
• Managing email and phone communication from diocesan, deanery, and parish sources, on behalf of the parish clergy.
• Responsible for all communications within the parish, to include website, bulletins, and social media.
• Communicate and publicize events and activities within and beyond the parish.

Pastoral Support

• Communicate on behalf of the parish priest.
• Provide support for parish pastoral groups.
• Support parish safeguarding officer in the discharge of their duties.

Parish Priest

• Diary management of the parish priest and other parish staff.
• Communication on behalf of the parish priest for pastoral and administrative actions.
• Management of expenses and mileage related to ministry.

Line Management

• Task manage duties of other parish support staff including volunteers.
• Accountable for appropriate training and development of self and other members of staff.

Other Duties

• The role may be asked to undertake other duties from time to time to support the parish at the request of the parish priest.

Role Requirements

This is a part time role (20 hours/week). 

The role is for a fixed term of 12 months with a review and potential extension or conversion to permanent thereafter

Work location will be the Parish Office in Ripley. 

Hours are flexible between 9am-5pm Monday to Friday working at least 4 days out of 5. (4 X 5 hours or 5 X 4 hours) 

Occasional evening meetings will also be required (circa 6 per year)

Candidate to have at least an associate degree in management or equivalent experience.

Candidate to be fully proficient in Microsoft Office tools, and social media.

Able to legally work in the UK.

Able to pass a full DBS check.

Although not principally a pastoral role, pastoral sensitivity is required in all communication.

Benefits

The Parish will pay the yearly fees for membership into a professional society for the Parish Office Manager.

Proposed pay for a candidate that meets the full role requirements is the median of the following salary distribution: Office Manager Salary in United Kingdom | PayScale (£26,475/year) pro-rata.

The role will benefit from 5.6 weeks (28 days) of statutory paid holidays per year pro-rata dependent on the number of days worked per week.

Applications

Applications should comprise an up-to-date CV and a statement of suitability of no more than 1000 words detailing skills and experience relevant to the role