PARISH SECRETARY Job Description Location:StFintansParish,Sutton Reporting to:Parish Priest Hours: Part-time 9:30am to 12:30pm, Monday to Friday (15 hours per week) Role Overview The Parish Secretary plays a key role in supporting the pastoral, sacramental, and administrative life of the parish.
As the first point of contact for parishioners and visitors, the successful candidate will provide a warm and welcoming presence while ensuring the smooth and professional operation of the parish office.
Working closely with the Parish Priest, the role requires strong organisational skills, discretion, initiative, and a respectful understanding of the mission and ethos of the Catholic Church.
Key Responsibilities ParishOfficeAdministration Managetheday-to-dayoperationsof theparish office.
Respond to telephone, email, and in-person enquiries in a professional and pastoral manner.
Liaise with the Parish Priest to coordinate appointments and parish engagements.
Preparetheweeklyparishnewsletterandnoticesandupdatetheparishwebsiteas required.
Maintain accurate digital and manual filing systems in compliance with GDPR requirements.
Liaise with diocesan offices, local schools, funeral directors, parish groups, and external agencies as required.
Workcollaborativelywiththeparishreceptionisttoensuretheefficientrunningofthe office.
To undertake such other related duties that may need to be assigned from time to time by the priest in charge or his delegate.
Sacramental Administration Liaise with the Parish Priest and Sacristan in relation to sacramental registers (Baptism, Marriage, Confirmation, and Death).
Process requests for sacramental certificates in accordance with Diocesan and civil requirements.
Coordinate bookings and documentation for baptisms, weddings, and funerals.
Support the organisation of First Communion and Confirmation ceremonies in liaison with local schools and Parish Priest.
Safeguarding & Compliance Provide administrative support for parish safeguarding requirements, including vetting processes, in line with Diocesan policy.
Maintain safeguarding records securely and confidentially.
Assistwiththe completionandsubmission ofsafeguardingdocumentationtothe Diocese.
Ensure compliance with Data Protection (GDPR) obligations.
Limited Financial Administration Organiseandmanageparishenvelopesystems.
Correspondencetoparishionersrelatingtocollections andcontributions.
Provide administrative support to the Finance Administrator as required.
Committee & Parish Support Provideadministrativesupporttoparishgroupsasrequired.
Assist in coordinating parish events and liturgical celebrations in collaboration with parish groups and volunteers.
Essential Criteria Previousadministrativeexperienceisessential.
Excellentorganisationalandtimemanagementskills.
Strongwrittenandverbalcommunicationskills.
ProficiencyinMicrosoftOffice(Word,Excel,Outlook).
Abilityto manageconfidentialinformationwithdiscretion andprofessionalism.
Capacitytoworkindependentlyandprioritiseworkloadeffectively.
Abilitytoworkaspartofateamwhilealsousinginitiativewhenworkingalone.
Abilitytomultitaskandrespondflexiblytochangingdemands.
SensitivitytoandrespectfortheCatholicethosoftheparish.
Awareness of GDPR compliance processes (training will be provided).
Personal Qualities Warm,welcoming,andpastoralinapproach.
Professional, reliable,andtrustworthy.
Detail-orientedwithahighlevelofaccuracy.
Flexibleandadaptable.
Collaborative and supportive in working with clergy, colleagues, volunteers, and parishioners.