Role Purpose
To meet the administration requirements of The Parish Trust and its associated projects, ensuring the smooth operational running of the charity.
About the Role
The Administrator is a key member of The Parish Trust Staff Team. This is a demanding and fast paced role that is pivotal to supporting the Trust and aids the smooth running of the Trust on a week to week basis. It would suit a person who catches the vision and ethos we hold to, is structured and organised in their approach, with a keen eye for detail. In addition, they will be willing to work flexibly as required to get the job done. They will be confident to work independently and adaptable to a changing environment. This role has the opportunity to connect with all areas of the charity and wider community. It is a face to face role on a daily basis.
Contract and Pay
Part Time, fixed term contract of 20 hours per week to cover maternity leave.
£20,800 p/a pro rata.
Possibility of a permanent position with the charity after the fixed term ends, subject to performance and funding.
Location and Working Pattern
The Parish Trust HQ, St. Thomas’ Church, Heol yr Ysgol, Trethomas, CF83 8FL.
Hours will be Tuesday 9:00am-3:30pm, Wednesday 9:00am-5:30pm, Thursday 9:00-3:30pm
Other Details
DBS – A DBS check will be required for this role.
Genuine Occupational Requirement (GOR) – The post-holder will be a representative of The Parish Trust which is a Christian organisation. As such there is a Genuine Occupational Requirement that the post holder is a practicing Christian as they will need to share, foster and implement the particular charitable aims and objectives of The Parish Trust as documented on the public register of charities and in its Governing Documents. This role, whilst administrative in nature, also has pastoral and spiritual elements to it which would only be able to be fulfilled by someone with an active Christian faith.
Job Share – This role is shared with another Administrator who works for the charity. The job description is therefore shared between two people.
Further opportunity – There may be further opportunities to stay at the charity after the fixed term and become a permanent member of staff.
Job Specification
Administration
- Coordinate the day to day administrative functions of The Parish Trust in an agile and evolving way.
- Provide administrative support to the various projects under the umbrella of the trust.
- Provide administrative support to the Staff/Volunteer Team.
- Provide secretarial support to the Chair of Trustees and others as directed.
- Co-ordinate and process all bookings for the charity as appropriate.
- Responsible for day to day diary management.
- Participate and facilitate in long term planning
- Be the initial point of contact for all enquiries and triaging incoming tasks.
- Collate agenda items for staff team meetings.
- Production and distribution of publications, events and services.
Record Keeping
- Manage and ensure the various charity databases are accurate, up to date, and GDPR compliant.
- Complete all appropriate legal reporting to various stakeholders.
- Complete all appropriate records associated with the charity.
Office Management
- Ensure all relevant supplies are available in timely manner for staff use.
- Ensure systematic filing is maintained for all paperwork and documentation.
- Ensure compliance with General Data Protection Regulations.
Finance
- Ensure accurate financial records are maintained and agreed financial processes followed in liaison with the Parish Trust Treasurer and other finance staff.
- Complete all appropriate banking processes for monies received by the Parish Trust in collaboration with the Treasurer and finance staff.
- Raising Invoices as appropriate
- Using the tilling system to process Parish Trust shop purchases and subscriptions
Communication
- Maintenance of the Trust websites and Social Media pages including drafting ‘blog’ and ‘news’ content.
- Prepare and send email newsletters.
- Prepare and make available in appropriate ways all relevant internal communications including routine and ad hoc publications and literature in line with our charity Style Guide.
- Ensure that documents and files are loaded and available on online systems.
- Managing, sorting, and prioritising charity post and deliveries.
Marketing
- Prepare and promote charity events and services using external sources and publications within the local area and beyond as appropriate to increase community awareness of The Parish Trust.
Social & Outreach & Projects
- Support the organisation of outreach and social events.
- Assisting in the overall running of the various projects as and when required
- Lead misc. projects that are connected with the Parish Administrator Role Purpose
Misc.
- Assisting and supporting stakeholders with various pastoral/spiritual needs from a Christian viewpoint
- Fostering the Christian ethos and vision of the charity through activities and initiatives that the charity may operate from time to time to fulfil its object to promote Christian teaching, ethos, and principles in wider society.
Person Specification
| Essential | Desirable |
| Sympathetic to the vision and ethos of The Parish Trust | Experience of working in a paid or voluntary capacity for a Church |
| Ability to handle sensitive information in a discrete and confidential manner. | |
| Ability to provide a welcoming first point of contact for visitors to The Parish Trust and be able to signpost, where necessary, to appropriate people and services | |
| Willingness to independently manage areas of responsibility and exercise judgement within agreed boundaries | |
| Ability to maintain focus and meet deadlines in a busy office environment, while ensuring attention to detail | |
| Experience of working in a collaborative team context as well as being able to progress individual areas of work | |
| Confident in the use of Microsoft Office Applications especially Word, Excel, Outlook and Publisher, as well as MacOS applications | Experience of using database software and Microsoft O365 |
| Confident in the use of/willing to be trained to use Google GSuite | Confident in maintaining websites and social media platforms (WordPress, Twitter & Facebook) |
| Willingness to learn new IT systems that are bespoke to The Parish Trust | |
| Ability to ‘triage’ incoming communication and prioritise appropriately | |
| Competent to use of a variety of communication channels to disseminate information both internal and external | |
| Qualifications : Undergraduate qualification and/or significant experience in a similar role. | |
| Proactive in approach. Doesn’t wait to be given work but manages the administrative and communications functions of The Parish Trust. | |
| A Full UK Driving License. | |
| A willingness or basic understanding of the Welsh Language | Fluency in Welsh |
| An active faith and willingness to grow spiritually. | Qualification/Training in pastoral care |
