Brindabella Baptist Church Office Manager
Job Description and Duty Statement (Transition Period, June – December 2008)
Job Description
To support the ministries of Brindabella Baptist Church by management/oversight of clerical and financial activities at ConneXion.
The Duty Statement and Job Description for the Office manager should be reviewed once the new Senior Pastor is appointed.
Gifts and Passion
- Heart for those inside and outside the Church
- Gifted in administration
- Committed to serving all ministries of the church through best practice in administration
Skills and Qualifications
- Relational/people skills – a team player
- Good communication and management skills
- Competent in Office Suite software
- Ability to handle confidential information
The Office Manager of the church is employed for 16 hours per week, 4 hours a day over 4 days normally Tuesday – Friday and also entails some duties on Sunday mornings. Leadership meetings and retreats are also a time requirement of this role. The Office Manager’s supervisor is the Operation's Manager.
The Office manager is responsible for the following
- Point person – point people both inside and outside of church, to information they need or person they need to speak too.
- Keeping a centralised database of the church community, including training of staff and ministry leaders in use of database. Linked with current forms used across the church for child protection/privacy/membership/data collection/ etc.
- Responsible for clerical/secretarial functions of the church office (phones, mail, reception, staff needs, supplies, diary, keeping files/archives, ConneXion manual, troubleshooting).
- Implementation of communication plan within the church – and review periodically – including weekly emails, monthly bulletin, feedback on events, circulation of minutes, documents, Sunday announcements and powerpoints, website etc.
- ConneXion management (bookings, environment, keys) and venue liaison with MacKillop etc.
- Oversee volunteers – both admin and financial
- Keep events tools and bookings registration processes up to date and be point person for event and course organisers (not for the actual event or course).
- IT liaison – communicate needs with IT and website experts in church
- Currently – responsible to put the roster together and communicate task lists to new people joining roster. Keep task lists up to date – liaise with any co-ordinators of roster areas.
- Usually, marketing of church – (is largely on hold while we are determining who we are, but still some things that happen. Would normally include church banner, website (community face), A frames, welcome brochures, Churches presence in community, adverts in local community)
- Assist Operation's Manager. Still to be understood.
- Duties on a Sunday entail co-ordinating the Information Table, ensuring the laptop gets back to ConneXion along with conneXion cards, troubleshooting – organising others to do those things when unavailable).
- Responsible for administration budget
Duty Statement
Things that have to happen on certain days. Other duties fall in and around these. Depends on what’s going on in life of church, staff needs and if it is bulletin production week. One week out of four, extra time is spent on communication due to monthly bulletin production.
Tuesday
- Consolidation and dissemination of information from Sunday, including link email to leadership
- Send reminders to leaders for coming week
- Update the information table material and any forms/notes/publications
- Review and respond to 4 days of church emails
- Email or send note to any newcomers who have provided details
Wednesday
- Update church database with any new details
Thursday
- Assist bookkeeper, co-sign cheques. Do any admin budget detail.
- Update website details and send out churchwide email
Friday
- Prepare for Sunday service – entails email reminders/ensuring banners and keys are where they need to be/laptop goes where it needs to go/Info table box/any brochures, bulletins to welcome people etc.
- Consolidate announcements with announcers and worship leaders and prepare powerpoint announcements for Sunday morning
- Attend staff meeting every second Friday.
The Duty Statement and Job Description for the Office manager should be reviewed once the new Senior Pastor is appointed.