OfficeAssistantRole

Link to > CouncilAgenda20160111 > ChurchOfficeStaffProfile > PeopleAndCultureCommittee

Position - (Casual) Office Assistant - GWUC.

A review of our Office arrangements has led to a change in Church Office hours. The Office Manager‘s role is now a Part time position, working 3 days per week inclusive of the Office open hours and additional time associated with administrative tasks.

A new casual position has been created to cover the Office open hours of 10.00AM-2.00PM two days a week, i.e. 8 hours per week. There may be casual additional hours from time to time. We now seek to recruit a person or persons who are interested in casual employment, where their availability will coincide with our needs and assist in staffing the church office and delivering the services our congregation and community requires.

We see this as an ideal opportunity for a person seeking to return to employment, but still meet and fulfil obligations as to other family or personal responsibilities.

The Position Description is available below, and should be read in conjunction with this advertisement. You will be experienced in broad office administration and possess current computer skills especially aligned to Mac operating systems. There will be training provided, but we expect the person to be an engaging self-starter and able to operate independently and un-supervised. The personal qualities and skills reflect the type of person who we would believe will do well and thrive in the role. We also expect that the person will likely be a member of our congregation and be familiar with the Church and many of its operations, from a distance. Importantly, you will be people focussed and respect confidences.

We aim to have finalised recruitment by mid-February, 2016

If this is of interest to you, please submit a current resume and covering letter detailing your background and experience and what you bring to the role and why you are suited to this role.

Applications should be submitted in an envelope marked Private & Confidential - Application for Office Assistant to KenCoutts, Convenor, People & Culture Committee c/- GWUC Church Office or via email to [email protected] . Should you wish to discuss the role call Ken on 95609604 or 0412766761. Applications close Monday 8th February 2016.

24 January, 2016

Position Description – Casual Office Assistant

Congregation Setting

Glen Waverley Uniting Church (GWUC) is located in the South-eastern suburbs of Melbourne and has a membership of approximately 650.

GWUC is a faithful, Christ-centered community that meets God and aims to share that unconditional love. We are committed to having a diverse ministry that encourages and empowers individuals, families, youth and children to explore their faith and purpose in a community environment of unconditional love.

Offering a variety of worship services, communion, faith development, baptisms, weddings, funerals, small groups, faith exploration groups, bible studies, welfare, broadcasts, podcasts, gatherings, hospitality, English conversation classes, pastoral care, coffee and a wide variety of other seasonal programs and ministries, for all ages and cultures. In all we do, we aim to serve our community, our world and each other.

GWUC is a busy, engaged and active congregation. The Church Office manages the administration requirements of the congregation, provides ministerial team support, property bookings, management and event support along with pastoral care. The office is staffed with an administrator / Office Manager or Office Assistant during office hours.

Accountabilities

The position is accountable for and coordinates with Office Manager all functions and responsibilities of Church Office, but particularly those assigned for completion during Office hours.
The person will report to the nominee of Church Council, such as Council Chair, as a day to day reference point.
The role is unsupervised on a daily basis, but the appointee will provide and maintain records for oversight and guidance as to completed tasks and uncompleted tasks.
Office Assistant will compile a daily email list of tasks completed and remaining outstanding for engaging with Office Manager.
The role does not report to Office Manager.

Responsibilities & Duties

The person will organise office operations and procedures in order to ensure effectiveness and efficiency in terms of tasks, processes and practices detailed in the Office Manual within the office hours in which they are engaged.
Manage general office administration including maintaining the tasks defined in the Office Manual and allocating tasks for the days and hours worked.
Responsible for answering of telephone, emails and in-person enquiries.
Maintain bookings throughout the complex and maintain and update the records of activities as necessary for follow up by Office Manager.
Updating and maintaining records of activities and events.
Document preparation, proofing and printing including letters, orders of service, bulletins and newsletters and work and processes and projects allocated.
Ensure the adherence to all guidelines provided by Church Council and Committees (e.g. Property, Finance and Communications committee)
Assist and engage in management of mail-outs.
Support for weddings and funerals.
Ministerial team support.
Advise pastoral care and support and refer pastoral needs through to ministerial team.
Refer welfare enquiries received to the Welfare team.

Personal Qualities & Skills

Present a professional, friendly, welcoming and visible face of GWUC.
Ability to work independently as well as collaboratively demonstrating pro-activeness, initiative, responsiveness, thoroughness, reliability, tact and flexibility.
Excellent oral and written communication skills.
Demonstrate strong organisational planning and administrative skills.
Ability to multitask and prioritise conflicting demands.
Thorough understanding of office administration with strong current computer skills including email, word processing and spread-sheeting and proven experience with Mac Computer systems.
Ability to produce documents, proofread for accuracy, grammar, spelling and punctuation with attention to detail and a high degree of accuracy.
An ability to decide and appropriately convey decisions in a practical and informed manner which respects confidentiality and individual privacy.
Knowledge and understanding of records management and ability to maintain records and to learn and maintain GWUC Systems.
Ability to liaise effectively with a wide range of people from across the Congregation and externally to GWUC during Office open hours.
Demonstrates a commitment to the Christian faith and sees this position/s as a Christian service.
A warm and genuine person who is honest and discreet and able to maintain confidentiality and privacy.
Be compassionate, perceptive, discerning, professional and relational.
Has training and demonstrated experience in administration practices.
Be able to work harmoniously in a team and alongside volunteers.
A current Criminal Record Check (CRC) and a valid Working with Children check will be required prior to commencement.
First Aid Certification whilst not essential would be beneficial.

Position Status

This is a casual position.

Remuneration

Remuneration will be in accordance with award conditions.