JOB LOCATION: * Iona Road, Glasnevin, Dublin 9.
REPORTS TO: Parish Priest/Administrator
JOB PURPOSE:
To provide administrative assistance to the Parish Priest and Parish
in the day to day running of the office.
_GENERAL ADMINISTRATION_
* As far as is possible the Parish Office should not be left
unattended during Public Office hours
* Agree to a daily and weekly schedule that should be possible to
conclude on a daily and weekly basis
* To maintain an easy to manage filing system
* Typing of letters and notes
* Keeps all existing parish records up to date
* Take phone calls and deal with all messages left on parish phone
* Receive members of the public/parishioners in the office during
office hours
* To order supplies, make bookings or phone calls for items and
arrangements that are needed for the operation of the parish and the
celebration of the liturgy
* Ensure all Parish Registers are kept in a safe and secure location
* Protect the confidential nature of information contained in Parish
registers
* Liaise with Parish Grouping to maintain and update the shared
calendar
Liaise with Web support to maintain/update website
_MASS PREPARATION_
* Take bookings for Mass
* Receive and record Mass Stipends
* To facilitate the Parish Team with the organising and arranging of
all Liturgical celebrations in the parish that require the assistance
of the facilities of the parish office
* To facilitate, within reason, all who organise various parish
ministries and groups and if possible by agreed procedures with those
in charge of such groups
* To help prepare the distribution of Christmas, Easter and November
Dead List envelopes and to record Christmas and Easter Dues
* To type daily and weekend Mass intention schedule
* Occasionally facilitate the typing of weekend Prayers of the
Faithful
* Occasionally help with the preparation and printing of the Parish
Newsletter
_BAPTISMS_
* Take bookings for Baptisms
* Prepare Certificates and Forms for Baptism Ceremony and Baptism
Team
* Write up Baptism Register
* Issue Baptism certificates
_CONFIRMATIONS_
* Issue Confirmation certificates
* Write up Confirmation register as soon as possible after
confirmation ceremony
* Notify other parishes of those confirmed in our Parish who were
baptised elsewhere
* Record confirmation notices from other parishes
_WEDDINGS_
* Take bookings for weddings
* Facilitate couples and the priest in getting wedding papers in
order for the ceremony
* Issue Marriage Certificates
* Issue Letters of Freedom
* Write up Marriage register
* File all marriage papers before and after all weddings
* Record marriage ceremonies in parish Baptism register where
necessary
* Notify Church of Baptism of party married in this Parish but not
baptised here
* Record and return Marriage Notification Forms sent to this Parish
form other parishes
* Ensure all marriage papers are kept in a safe and proper filing
system
_FUNERALS_
* Take in funeral arrangements
* Write up funeral details
_FINANCES_
* Oversee Parish collections for lodgements on a weekly basis
* Write up all lodgements
* Take responsibility for Petty Cash Box
* Make and record payments from Petty cash
* Gather receipts for payments from Petty cash
* Prepare figure for a new lodgement to petty cash when required
* Order and prepare new boxes and labels for the Planned Giving
Collection each year
* Facilitate the distribution of such boxes each year
* Help collectors with any enquiries and assistance they might need
* Accept Planned Giving Collections that collectors may leave at the
office or other designated areas
_OTHER FINANCE RELATED DUTIES MAY INCLUDE_
Weekly:
* Counting and banking of all planned giving monies through parish
envelope scheme and one-off donations and recording these against
individual parishioners’ names on the Parish Management System.
* Accompanying priest / sacristan to bank with Common Fund and SHARE
collection monies
Monthly:
* Provide any assistance/Information required by Finance Personal
per monthly reconciliations
Quarterly:
* Stole fees returns
* Priest payment.
* Stole return to the Parish
* Stole return to the Common Fund
Finance Committee: Liaise with Finance personnel to
* Produce quarterly reports for Finance Committee to include the
following:
* Income and Expenditure
* Trial balance
* Balance sheet
* Comparison figures with previous year and budget figures for year
ahead
(_All above reports are available on Accounts IQ)_
Easter and Christmas: Liaise with Finance personnel to
* Preparation of Christmas and Easter post for distribution.
* Enter, process and bank all returned Christmas and Easter Dues
* Printing of Christmas and Easter dues acknowledgement letters from
Pastoral Management
Annually: Tax Reclaim Liaise with Finance Personnel to
* Assist in the preparation and distribution of tax reclaim forms
* Assist in updating Pastoral Management with returned tax reclaim
forms.
* Asist in submitting tax reclaim to ROS (Revenue Online System)
* Prepare financial statement for Parishioners
Preparation of annual acknowledgement letters
_AD HOC DUTIES_
* In the event of other staff being employed in the parish, you will
be responsible for recording time-keeping and work scheduling as
agreed in their contracts
* From time to time, liaising with tradesmen for repairs and
maintenance
The above contains the main outline of duties. However, it is
inevitable that tasks may arise which may not fall within the remit of
the above list of main duties. Staff members are therefore required to
respond with a flexible approach when ad hoc tasks arise which are not
specifically covered in their job description. Should an additional
responsibility become a regular part of a staff member’s job, the
Job Description will be amended to reflect this.
JOBHOLDER ENTRY REQUIREMENTS:
KNOWLEDGE (EDUCATION & RELATED EXPERIENCE):
* At least five years administrative experience is required
* Robust book keeping experience is essential and a Certificate in
Accounting Technicians of Ireland (IATI) is desirable
* IT Literate – MS Word, Excel, PowerPoint and Outlook
* Database experience desired
* Knowledge and experience of Accounts IQ is also desirable
KEY BEHAVIOURS:
* Ability to work on their own and as part of a team
* Excellent organisational skills
* A strong ability to multi task
* Enthusiastic and motivated
* Proactive and uses own initiative
* Flexible
* Ability to take direction
* Confidentiality
KEY RELATIONSHIPS
INTERNAL
* Parish Priest
* Parish team
* Members of Finance Committee
* Members of Pastoral Council
* Members of the various committees
EXTERNAL
* Parishioners
* Members of the public using the church facilities
* Liaise with appropriate authorities for Heritage Grants.
TO APPLY:
The applications for this vacancy should be addressed to, Fr. Kevin
Bartley, * Cremore Heights, Ballygall, Dublin
* & email * & **Apply on
the website**
Closing date: *st January.
We need : English (Good)
Type: Permanent
Payment:
Category: Others
