The Glen Waverley Uniting Church PSALTERLink to > PeopleAndCultureCommittee > CouncilMinutes20160111
Church Office Administrator – Position Description and Our Future Needs.
Heather Hon was appointed to the role of Church Office Administrator in October, 2011. She has now confirmed being called to the Ministry with her educational requirements starting at University with formation and placement on Tuesday and Wednesday with one subject in her first semester. Her subsequent timetable will be finalised in May 2016 for the second semester, although some details are known at this time. This may require a further change to her availability in terms of days and times.
She has confirmed her desire to continue in the role in GWUC Office for 3 days per week, being Monday Thursday and Friday. We now need to determine a revised Position Description and progress considerations as to our future needs and expectations of the role and its hours and responsibilities. As a starting point we need to update and define what is done and when in the function. This has been actioned and is progressing and we will have an Office Manual completed by Mid-January 2016 which will define the tasks completed by whom and when.
We understand Church Council is supportive of Heather Hon continuing, but with amendment to the Office hours and functions and within the Budget approved of 30 hours for the financial year.
In this context Church Council has an approved Budget of 30 hours for the coming financial year. We are suggesting the following processes:
- Have Heather develop a Process Manual for GWUC Office over the quieter January period. This will specify what gets done and when and by whom. This is in course of completion.
- Discuss with Heather what functions she would “want” to or “could” carry out over her desired 3 days and those functions that could be separated out.
- Develop an up to date revised Position Description for the role reflecting changed hours. We have documented a revised Position Description which will be advanced in next week or two.
- Determine the revised hours of Operation of GWUC Office.
- Devise what functions can be separated out and create a new Casual role titled Office Assistant for the 2 days. The casual nature of this role would increase the flexibility and provide the Church with significant potential benefits.
- Confirm Contractual award obligations with Synod HR for the Church Office Administrator role and then have a new contract drawn up after discussions. Establish commencement dates. We believe this can be a win win situation.
- Develop and Progress Position Description re the Casual role of Office Assistant. We will progress this document, following agreement and sign off re the Part time role of Church Office Administrator / Office Manager
- Subsequently, develop a recruiting strategy for the new casual role to satisfy our needs for the other 2 days. We would recommend advertising within GWUC and will develop both the strategy and processes.
Office Hours – Consideration.
- Develop a specified daily period when the office will be open for calls, visits and other activities. We will be recommending a shortened period when the Office is open to the GWUC community.
- Church Office Administrator to have defined daily hours for 3 days. At this time we are uncertain as to the hours required by GWUC. Heather Hon has requested 3 days fulltime for the duration of her first semester, but we recommend that we defer any decision until we have a full understanding as to what needs to be done and by whom and a recommendation can be advanced to Church Council.
- This requires a tighter prioritising of what work gets done, a stricter application of when people can call and be served at our Office and a determination not be to be distracted.
- It eliminates the Social hub environment. Should improve efficiency and effectiveness issues.
- Requires an emergency protocol for issues beyond these “open hours”.
- Segment out a list of functions and responsibilities re the role of Office Assistant which will be a casual function intended to work 2 days per week (possibly being four hours per day), without lunch, providing service to those visiting the office as well as completing some clearly defined functions. Ensure continuity across both roles and functions.
- These changes are required to meet the financial budget considerations within the allocated hours, whilst benefiting from Heather’s experience as well as creating a casual role which will give us flexibility.
- There is a need for further reengineering of functions. We consider that reengineering of a number of activities may provide a framework for the office to meet 2016 commercial standards
We need to develop a framework to employ a casual role of Office Assistant for 2 days of 4 hours per day or similar timeframes. This could be one person undertaking both days, each with tight definition of function and responsibilities. This definition process to be undertaken following the creation of a Process Manual. It may also be seen as a training role. We would anticipate having this process defined by mid/ late -January, 2016. Following discussions this process has been commenced by Heather Hon with an expected completion date of mid / Late -January 2016.
These proposals require greater specification, but they recognise our timing and budgetary issues, maintain the expertise of Heather, albeit in a markedly changed role and introduces a flexible Casual role to cover specific needs on the other two days.
There are also other issues requiring review and consideration as to reengineering processes which engage the role in significant time and effort.
We would welcome feedback as to these proposals. We are progressing the definition and refinement of a revised Position Description, have instituted the development of the Office Manual but we will require guidance and direction as to the Office hours. We would then develop a specific recommendation based upon the budgetary considerations, the need to staff the Office under amended hours and terms and the satisfaction of employment terms for Heather Hon and the development and specification of the proposed Office assistant casual role.
The committee recognises that there will likely be some challenges in conveying changes to the Office environment and the terms of operation to the wider GWUC community. However, we are confident that we can develop and maintain a satisfactory model.
Ken M Coutts
Convenor
People & Culture Committee 29th December, 2015
Adopted by ChurchCouncil on 11 Jan 2016, for a trial period, with the office open 10.00 to 2pm every day with no lunch break. Heather on Monday, Thursday & Friday. The four hours fit the budget, and avoid a lunch break which would complicate the hours.