Strictly Private and Confidential

Job Title: Parish Administration Assistant Reports to: Parish Executive Officer Organisation: Parish of St Lawrence Purpose of the Position To provide secretarial and administrative support in the Parish Hall administration office as required, including dealing with all public enquiries. Principal Accountabilities 1. Provide an efficient and timely secretarial and administrative support service to the administration

team and the Connétable in the general administration of the Parish Hall and various Parish Systems

2. Deal with as many enquiries, issues and administration related matters as possible, deciding as appropriate, whether to refer them to the Parish Executive Officer

3. Assist with the organisation of Elections as required 4. Assist with the organisation of official functions/events, plan and produce programmes, itineraries

and guest lists 5. Assist with ensuring that Parish properties are tidy and secure

6. Assist in the maintenance of the Parish website Background Information

The administration office is headed by the Parish Executive Officer who leads a small team of administrators responsible for carrying out administrative duties and record keeping for the Parish using various computer systems. This role is responsible particularly for working with the Parish Administration Officer in providing support to the Parish Executive Officer and Connétable and other officers in the performance of various Parish administration duties and functions. These are mostly about managing various computerised record systems but also includes occasional support in areas such as:

• Parish assemblies

• Procureurs’ meetings

• Roads Committee meetings

• Elections

• Branchage

• Rates Assessment meetings

• Etc. The position will, in the absence of the Parish Executive Officer, support the Parish Administration Officer in the organisation of such meetings and associated administration and follow up activity.

As part of the small administration team it will be expected that the successful candidate will assist with support on other administrative duties, particularly during staff holidays and peak workload periods.

Strictly Private and Confidential

As this position interacts with a wide range of Parish officials, parishioners and other contacts, communication skills are important as is the ability to develop effective working relationships. In addition, this role will be responsible, through the Parish Executive Officer and alongside the Parish Administration Officer, for ensuring that Parish property is kept in order and secure. This is a role that is closely involved in the fabric of the Parish community affairs. It is a full time role - (32.5 hours per week), although there will be a need for some flexibility in working hours and occasional attendance at events outside of normal office hours. Knowledge and experience required

The post holder will have a successful and demonstrable track record in a similar secretarial and administrative support role. The post holder will communicate effectively with parishioners, colleagues and other contacts both verbally and in writing and will have outstanding interpersonal skills in representing the Parish to the highest standards at every opportunity. An understanding of the workings of a Parish or government organization is of value but is not a prerequisite. The postholder must be familiar with and competent in the use of Microsoft Word and Excel and ideally have some experience of maintaining website content. The ability to develop necessary skills to be able to use specialist computerised Parish systems is essential. A very high degree of confidentiality is required.

Candidate Profile

• A track record in a secretarial or administrative role

• Ideally, some understanding of the workings of a Parish or of government

• Competent in using Microsoft Word and Excel

• Organizational skills in arranging events and meetings

• Strong communication skills with the ability to relate well at all levels of contact with others

• Able to work as part of a small team and to cover for absences