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21st January, 2017.

Office Staffing and Administration-Update and Proposal re 2017 Glen Waverley Uniting Church

In prior advices and in subsequent conversations we had indicated the need to progress our considerations and framework of staffing for our Office at GWUC beyond 2016 to encompass 2017. The current arrangements were approved following the July review for the period July,2016 to February,2017.

To provide a brief historical perspective, we amended hours in early 2016 and then undertook a significant and detailed review mid-year (July 2016) following several complaints and queries, both as to the hours and the staffing. Following that review and detailed communications, it can be stated that the amended hours and staffing have been accepted and there is consensus that these hours are working well and meeting the needs of the majority of the congregation.

However, we were advised by Heather Hon in October 2016, that there was uncertainty as to her study time requirements and it was possible that she may need to change her available time and concurrently Wendy Pepper advised that she would be unable to undertake additional work at GWUC, because that would impede her ability to act as carer for her Mother and also cause difficulties with her financial situation.

Notwithstanding these potential issues, we were satisfied following the review that the hours were appropriate and we have received significant positive feedback as to the staff members and their service delivery. Importantly, after a period of uncertainty the Office and our service delivery has settled and has operated efficiently and our staff are favourably received.

In early December, it was important to obtain an update and after my prompting, Heather advised that following lengthy discussions her timetable for 2017 has been approved for the same hours as 2016 and she is willing and able to continue at GWUC undertaking the same hours, but commented that she needs confirmation given family pressures. Similarly, this will allow Wendy to undertake the role on Tuesday and Wednesday and she is pleased to confirm her availability and desire to continue. In my discussions in October and December 2016 I had indicated that we would like to finalise the Office staffing on the same current basis as for 2016, given this has been a testing process, but it has settled well and is now accepted as working efficiently. That staffing also fits comfortably with our Strategic plan and budget processes.

However, there are other issues which are relevant and need resolution. Heather in her study programmes will require further time off, which is likely to equate to 3 weeks for attendance at Study seminars. There have been preliminary discussions as to her need, but no resolution or commitment as to our support. But this will require assistance and support as to relief and Wendy will not be able to undertake the role beyond her committed timeframes.

We have Stephanie Lohning, who is trained and does provide some relief assistance. She is efficient and very capable, but her studies impact her availability. We believe we need to identify and then train another person who can relieve each of our current staff and relief persons. Ideally, this person would ideally also be a contenderfor a permanent role in the future.

Whilst not of immediate consideration, we are likely to face the situation (in the not too distant future) when Heather Hon completes her training and is placed. We will need to find her replacement and that is likely to also impact whether we can continue to use Wendy in a part time role.

It is intended that we have informal discussions with Heather and Wendy, during the year in June/ July 2017. In the meantime, we will also seek to identify another person to relieve.

We also need to continue to update and refine our Office Manual, which is an important document both in terms of our current operations, but also in terms of having up to date and consistent reference materials for the future and future appointees.

In a separate proposal, we are submitting detailed recommendations to amend our Money counting processes, supported by Finance and People & Culture Committees. This will impact the banking and finance functions undertaken by our staff as well as change the functions of our Stewards and Money Counters (volunteers)

Recommendations

Spreadsheet of Office Hours and Staffing

Day

Office opens

Office closes

Monday

9.00AM

5.00PM

Tuesday

9.30AM

3.00PM

Wednesday

9.30AM

3.00PM

Thursday

9.30AM

5.00PM

Friday

9.30AM

3.00PM

Office Staff - Approved Working Hours

Monday

9.00AM

5.00PM

Tuesday

9.30AM

3.00PM

Wednesday

9.30AM

3.00PM

Thursday

9.30AM

6.00PM

Friday

9.30AM

3.00PM

Staffing days

Heather Hon

Monday, Thursday, Friday

Wendy Pepper

Tuesday, Wednesday

ChurchOfficeStaffing2017 (last edited 2017-02-23 04:58:37 by DavidMorgan)