Assistant Parish Secretary

Administration Enquire

Type:

Part Time

Full Description

Parish of St Mary Job Description Job Title Assistant Parish Secretary Accountable to Parish Secretary

Hours of work

20 hours per week, usually worked between 9am - 1pm (but as may otherwise be agreed), Monday to Friday plus occasional evening hours as business needs dictate to cover Parish and Electoral Assemblies

Purpose of Job

To provide comprehensive administrative support to the Parish Secretary, to ensure that the Parish of St Mary is managed in an efficient, effective, and timely manner. To assume responsibility for the day to day running of the front desk in the Parish office. The post holder can expect, with appropriate training and supervision, to undertake any of the administration functions attributable to the Parish Secretary.
Person Profile Essential •

Self-motivated, organised, conscientious, articulate, and confident dealing with a cross section of the public Conversant in Microsoft Office products
Adaptable to change when procedures or laws dictate
Numerate and literate
Ability to multi-task and prioritise
Good written and verbal communication skills

Desirable •
Knowledge of data protection (GDPR) and freedom of information legislation and procedures
Experience in the various Parish applications i.e. Rates/Electoral/Driving Licences would be advantageous
Principal Accountabilities The Assistant Parish Secretary receives, greets, and assists visitors to the Parish Office, dealing with enquiries, receiving and processing documents and, if necessary, redirecting visitors to other authorities, in a courteous and efficient manner. The work is varied (the following list is not exhaustive) and largely cyclical and so the post holder needs to be flexible to ensure that key tasks are accomplished within specific timeframes. The job involves a great deal of direct communication with the public, often about sensitive and confidential matters and a sympathetic approach is essential.
Administration Management •

Provide secretarial support to the Connétable
Oversee administration of Parish Hall bookings
Deal with members of the public, liaising with the Connétable when required.
Deal with incoming post and email
Provide administrative support to the Honorary Police as necessary
Ensure all documentation is archived as necessary, complying with Parish retention schedule
Liaise with Parish staff as and when required
Liaise with Rector and Churchwardens as to Church matters
Keep abreast of relevant laws and customary practices.
Liaise with the Secretary to the Comité des Connétables
Assist with the arrangements for Parish events
Ensure that the front desk area is kept clean and tidy with stocks of application forms are up to date and in stock Maintain the stationary cupboard and reordering from suppliers in a timely manner
Update the Parish website and Facebook page with all news and upcoming events and ensure that the content is up to date and relevant. Liaise with the editor of the Parish magazine in respect of matters of potential interest Manage and account for monies received over the counter in the Parish office and also the petty cash tin

Licensing, permits and applications
Process applications for driving licences, international driving permits, firearms licences, dog licences and P30 licences

Parish Systems Maintain Parish systems; Rates, Electoral, LICAR (Drivers licensing), Dog Licencing

Roads

Assist with issues regarding Parish Roads and road works
Assist with the arrangements for Visites du Branchage and ensuring all decisions are implemented and fines collected accordingly

Meetings

Assist the Parish Secretary with convening and preparing agendas and notices for all Parish meetings, and with the correspondence and other paperwork that follows on from these meetings.

Elections

Assist with the co-ordination and management of all Parish and Public Elections in conjunction with the States Greffe and other Government of Jersey officials GDPR, Data Protection and Freedom of Information Requests • Administer Freedom of Information requests process • Ensure the Parish office is compliant with GDPR requirements