Administrator
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New
Job summary
The Administrator is expected to coordinate the administrative duties of the parish, supervise staff, interface with external bodies – suppliers and other stakeholders.
Min Qualification:
Bachelors
Experience Level:
Senior level
Experience Length:
10 years
Language Requirement:
English
Working Hours:
Full Time - 8 to 5
Applicant Location:
Kenya
Job descriptions & requirements
Job Title: Administrator
Reports to: Parish Pastor
Duties:
Administrative
1. Office Management and General Administrative Services.
2. Parish communications.
3. Administrative Support for Worship
4. Management of premises
5. Building maintenance and development
6. Statutory Compliance
7. Filing & archiving of documents.
Skills and Qualifications
▪ University Degree or Equivalent
▪ Proficient use of MS Office suite- Excel, PowerPoint, Word and Email
Experience
▪ 10 years work experience
▪ Prior supervisory experience in an administrative function required, a church is an additional advantage
Detailed Task List
A. ADMINISTRATIVE DUTIES:
1. Office Management and General Administrative Services.
(a) Provide general administrative support to the Pastor in-charge, and members of staff.
(b) Administer the church diary, arranging appointments and setting up meetings when requested.
(c) Deal with statutory documents, including statistical returns, registers, certificates and applications; and ensuring that church records are kept up to date (e.g. parish roll, register of baptisms, children dedication, marriage banns, record of fees).
(d) Order supplies for church ministry including stationery, office, and communion supplies, etc.
(e) Oversee the maintenance of equipment in the Church Office and comply with any maintenance and service contracts held by the parish, (e.g. Piano/Organ Tuner and inspections, CCTV and Alarm services, Fire Appliances, government inspections).
(f) Assist with the purchase of office equipment.
(g) Maintain petty cash record.
(h) Ensure a safe and clean working environment within the office
(i) Review and implement procedures to ensure clear, efficient and effective office operation.
(j) Encourage, develop and manage volunteers to assist with administrative and management functions.
(k) And any other duty assigned.
2. Parish communications.
(a) Manage all parish correspondence, including post, e-mail, and phone.
(b) Ensure internal and notice boards are kept tidy and up to date.
(c) Assist with the production of parish publications including the monthly printed bulletin (print, fold, compile) etc. and the production and circulation of the e- bulletin.
d) Co-ordinate occasional parish mailings, including printing and distributing Easter and Christmas leaflets and any other special events.
(e) Co-ordinate production of the parish's Annual Report in preparation for the annual Parish Meetings.
(f) Assist with keeping the parish website up to date.
(g) Act as first point of contact for all enquiries whether in person, or by phone, post, and email etc.; ensuring they are dealt with politely and followed up by appropriate action.
(h) Provide administrative support to the Pastor in-charge for all matters relating to baptisms, funerals and weddings including dealing with enquiries, communications, bookings, registers, certificates, materials, payments, etc.
(i) And any other duty assigned.
3. Administrative Support for Worship
(a) Provide administrative assistance to the Pastors in-charge and worship team.
(b) Ensure the accurate production of orders of service and service sheets for services including photocopying, stapling folding etc.
(c) Maintain and coordinate rosters for worship including intercessions, pastors, and assistants for communion, sides-persons, ushers etc.
d) Support and encourage volunteers working in church premises and gardens.
(e) And any other duty assigned.
4. Management of premises
(a) Ensure the premises are clean, tidy and safe for all users including recycling and rubbish collection.
(b) Overseeing the cleaning services and advising building committee of any issues.
(c) Purchase sufficient materials and equipment for cleaning.
(d) Advise the on matters relating to furniture, resources, equipment and provide administrative support for any purchasing.
(e) Promote unused space and market letting opportunities.
(f) Maintain accurate records of key holders.
(g) And any other duty assigned.
5. Building maintenance and development
a) Communicate effectively and regularly with the Buildings Committee about the state of the premises, maintenance requirements, health and safety concerns etc.
b) Provide administrative support to the Buildings Committee including record keeping communication with contractors, payments
(c) Oversee insurance requirements and act as main point of contact with insurers.
d) And any other duty assigned.
6. Support RCCG’s vision and mission through being part of policy formulations and implementation
7. Any other duty as may be assigned from time to time.
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