About The Role
The administrator provides support to the Guild Vicar and GCC in running the church. S/he works under the direction of the Guild Vicar (or, in the Guild Vicar’s absence, the churchwardens); and will meet the Guild Vicar weekly (or more often, by arrangement). Along with the café staff, the administrator will often be the human face of the church, providing a welcome and assisting visitors or callers.
The administrator is responsible for the efficient running of the church, ensuring that the church meets its day-to-day legal responsibilities towards visitors, and helping to create an environment in which the spiritual needs of individuals and organisations can be met. S/he will work with the café manger, café staff and bookkeeper.
Candidates should be Christians, with a sympathetic understanding of an open enquiring expression of faith. As well as exhibiting behaviours consistent with a Christian ethic, the Administrator may at times be required to explain to visitors and enquirers the basics of the Christian faith as they relate to people’s use of the church estate.
As the Administrator may come into contact with children and other vulnerable individuals, the position is conditional upon a satisfactory enhanced disclosure from the Criminal Records Bureau.
The Diocese of London is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults through the use of the Safer Recruitment practice guidance. This role is subject to acceptable pre-appointment checks, including a satisfactory Enhanced DBS Check.
Worship:
St Mary Aldermary offers a regular round of worship, with a weekly meditation and twice weekly Taizé services; as well as providing a home for Saturday and Sunday Orthodox worship. There are also some other services (most notably in Advent) for local employers and livery companies. The Administrator will be responsible for organising non-regular services.
The Administrator will be responsible for printing, where necessary, for services as well as printing guides and occasional leaflets
On days worked, the Administrator will ensure that the worship area is maintained as a quiet space for visitors. Unless alternative arrangements are agreed, the Administrator will contribute to preparation for special services.
Administration:
The administrator will be responsible for the running of the church office; opening mail, answering the telephone, and responding to routine emails. Where appropriate, s/he will record or file items. In cooperation with the GCC secretary, the Administrator will circulate papers for GCC meetings and the annual church meetings. The administrator will regularly meet with the café manager and bookkeeper.
The church maintains a small petty cash float, and the Administrator will be responsible for ensuring that future needs are anticipated, informing the treasurer as necessary. S/he will administer payment of expenses against invoices for visiting clergy. S/he will also assist the treasury team with the counting and recording of collections and offerings.
The church runs a website. The Administrator will keep it up to date along with social media: Facebook; Instagram; and X, both by ensuring that services and other events are advertised and by checking the currency of information on other parts of the site.
The church is part of the wider church, and the Administrator will be an important channel of communication with other church organisations; in particular, the Bank Churches Initiative, the deanery, the archdeaconry and the diocese. S/he will also maintain and develop communications with outside organisations and agencies, including the Cheapside Initiative, the Ward of Cordwainer, the Ward Club, livery companies and guilds, the Corporation of London, and with local businesses and organisations.The Administrator will be responsible for the preparation and completion of the church’s registers, ensuring they are kept up to date. Where appropriate, s/he will issue certificates (in relation, for example, to baptisms or funerals); in other cases, s/he will refer enquiries to appropriate church or secular records offices. The Administrator will cooperate with the church electoral roll officer in maintaining and publishing the church’s electoral roll.
Management of the Guild Vicar’s diary:
The Administrator will be responsible for management of official engagements in the Guild Vicar’s diary (insofar as they relate to St Mary Aldermary), ensuring that he is aware of changes and additions. His diary should be coordinated with the church diary (including its public face on the church website), and with his personal engagements and those in his capacity of St Vedast. The Administrator will need to ensure that there are no clashes of dates.
Verging and hospitality:
Together with the church sitters and café, the Administrator will often be the public face of the church. S/he will therefore deal in a timely and courteous way with day to day visitors and enquiries. S/he will keep the notice board, both within and without the church, up to date; maintain the general tidiness of church, churchyard, kitchen and lavatories; by coordinating with the café manger and staff. S/he will deal with lost property, and maintain an accident book. Where necessary, s/he will make arrangements for unlocking and locking of the church for out-of-hours bookings; although where this is done by booking café staff it will be the responsibility of the café manager.
The Administrator will check their time sheets.
Marketing, letting and events:
The church is a popular venue for weddings, livery company services, and other events (including its non-liturgical use, for example by choirs). The Administrator will play a leading role in marketing the facilities and services of the church, both as part of Christian mission and to generate income. S/he will be the first port of call for enquirers; as well as ensuring that the website provides an informative welcome, s/he will also negotiate with potential renters over rates. S/he will be working with current letting including: the Moldovan Orthodox Church; street food traders; and Ye Olde Watling Pub.
S/he will be responsible (in cooperation with the Guild Vicar and GCC) for arranging church bookings and liaising with users. Where appropriate, s/he will obtain performance licenses as required, and keep records for the Performing Rights Society. S/he will also be responsible for invoicing, acknowledging payments for and distributing fees for lettings.
For the church’s own events (liturgical and social), you s/he be responsible for issuing invitations and publicising more generally.
Fabric:
The church is Grade 1 listed Wren building, with a churchyard. The estate thus requires considerable on-going capital investment to fulfil the church’s legal duties. The Administrator will need to become acquainted with the law on church buildings, in particular regarding the obtaining of faculties; and will be responsible for ensuring that faculties are obtained whenever necessary.
Where contractors are on site to undertake building or maintenance works, the Administrator will be responsible for ensuring the church is open and available to workmen; and for booking their visits into the diary. Where goods are delivered, the Administrator will check and sign for them, and arrange for their safe storage.
The role requires considerable interaction with visitors, so candidates will have excellent interpersonal skills, and be confident in dealing with a wide range of people from senior City professionals to the destitute. Candidates will also have considerable patience and tact.
The Administrator will often be the most senior person on the estate, and will therefore need to be capable of working without constant supervision, while also able to work closely with the Guild Vicar, café, churchwardens and GCC.
The Administrator will be required to work 15 hours per week; to be present on the church estate for a total of 12 hours each week; 09:00-15:00 over two days. Other work of three hours per week may be undertaken on a flexible working basis on or off the premises. The administrator may agree with the Guid Vicar absences, up to a maximum of 12 days a year. Additional work will be by negotiation with the Guild Vicar.
Equal Opportunities
The Diocese of London is committed to creating and sustaining a diverse and inclusive workforce which represents our context and wider community. We are aware that those of Global Majority Heritage/United Kingdom Minority Ethnic (GMH/UKME) and disabled people are currently under-represented among our clergy and workforce, and we particularly encourage applications from those with the relevant skills and experience that will increase this representation.