Church Secretary Job description

 

DUNS AND DISTRICT PARISHES

Registered Scottish Charity Number SC005161

 

Church Secretary - 10 Hours Per Week - £10 Per Hour

 

 

Purpose of Post

The Church Secretary ensures the efficient operation of the administrative affairs of Duns and District Parishes and supports the work of the Minister, Session Clerk, Clerk to the Congregational Board and Kirk Treasurer.

Responsible to

The Church Secretary will be responsible to the Minister, who will provide support and supervision.

 

Qualifications

Standard grades / NAT 5s (or equivalent) in Maths and English

An IT qualification would be an asset

 

Working Conditions

  • Work may be undertaken from home and office hours may be flexible as negotiated with the Minister.
  • The Secretary will usually work in the church office for two hours per day (preferably mornings) for four days per week, and from home on the fifth day (office opening days to be arranged post-Covid).
  • During Covid-19 restrictions the secretary will work from home, but check the office regularly for post and have access for printing etc. All meetings will be online or via phone.
  • A laptop will be provided.

 

Knowledge, skills and abilities

Proficiency in the use of a computer for:

  • Word processing
  • Databases
  • Spreadsheets
  • Preparing presentations
  • E-mail
  • Social media
  • Website maintenance
  • Filing
  • Printing

 

Due to the nature of the work of the church and the client groups we work with, the post holder should ideally be able to demonstrate:

  • an understanding of the principles of the Church of Scotland
  • an understanding of the complexities of working with members of the public, professionals, volunteers and colleagues
  • a knowledge and understanding of social inclusion and equality.

 

 

 

Personal characteristics

The Church Secretary should demonstrate competence in some or all of the following:

  • Behave Ethically: understand ethical behaviour and business practices and ensure behaviour is consistent with these standards and aligned with the values of the Church of Scotland.
  • Build Relationships: establish and maintain positive working relationships with others both internally and externally to achieve the goals of the church.
  • Communicate Effectively: have excellent communication skills, both verbal and written.
  • Focus on Individual Needs: anticipate, understand, and respond to the needs of church members and members of the public to meet or exceed their expectations within the parameters of the church.
  • Foster Teamwork: work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance administrative effectiveness.
  • Make Decisions: assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the church.
  • Organisation: Be able to manage their own workload and work independently.
  • Finance: have a good understanding of basic financial processes, monitoring and management.
  • Approachable: at times the post holder will be the first point of contact with the church, it is essential that he/she has a supportive, mature attitude and is patient and calm.
  • Trustworthy: have a clear understanding of confidentiality (in respect of both client information and organisational), reliable and tactful.

 

 

Experience

  • Some experience in an office setting or other relevant experience would be an asset

 

 

Primary Duties and Responsibilities

The Church Secretary will carry out the whole duties pertaining to the post, which shall include:

 

  1. operate hall booking systems
  2. order and maintain office supplies and equipment
  3. maintain organisation of the church office, including filing of paperwork
  4. maintain organisation of cloud filing (Dropbox)
  5. check for and distribute or deal with all mail received at the office
  6. answer telephone, taking appropriate messages
  7. check and respond to emails
  8. produce and print service sheets and quarterly newsletter
  9. prepare presentations for services
  10. keep accurate membership records (new members, baptisms, weddings, deaths, etc.)
  11. keep contact lists up-to-date
  12. prepare annual membership reports as requested by Session Clerk
  13. maintain petty cash with accurate records and receipts
  14. publicity for church events
  15. maintain website, including organising some rotas
  16. Facebook admin for church and Duns Foodbank
  17. distribution of minutes and agenda for Kirk Session and Congregational Board
  18. weekly copyright reporting
  19. arrange organists and pulpit supply when needed
  20. carry out such additional duties as may reasonably be requested from time to time.

 

Please send CV  with 2 references to Rev Andrew Robertson arobertson@churchofscotland.org.uk  

Closing date 23rd October with interviews to be held from 25th October. Start date for the post will be first week in November.