About The Role
We are seeking a reliable, friendly and collaborative person to assist with the mission and ministry of our parish by providing high-quality administrative, organisational, and communication support. The post-holder will be working closely with clergy, staff, and volunteers to ensure the smooth running of services, support parish life, and helping us to meet our statutory responsibilities.
This role requires excellent interpersonal skills, flexibility and a willingness to work collaboratively in a busy parish environment. The post-holder will have access to confidential pastoral information and is expected to work within parish policies and safeguarding requirements at all times.
Initially this role is for a 12 month period
Key Responsibilities
1. Weekly Services Administration
• Coordinate and produce weekly Sunday service sheets in both regular and large-print formats.
• Ten days prior to each service, circulate the previous year’s service sheet to those involved in leading, preaching, music, and other roles.
• Liaise during the week with the service leader, Director of Music, and clergy to finalise service details.
• Ensure that, by the Friday preceding the service, service sheets are signed off and ready for printing.
• Coordinate and produce service sheets for festival and occasional services (e.g. Ash Wednesday, All Hallows), including lists of names where required.
2. Occasional Services
• Provide comprehensive administrative support for baptisms, weddings, and funerals, including handling enquiries, bookings, communications, registers, certificates, materials, and payments.
• Support the Vicar, Associate Vicar, and visiting clergy in all administrative aspects of occasional offices.
• Ensure that families who have a funeral at St Luke’s are informed about and invited to the All Hallows service.
3. Records and Compliance
• Maintain accurate parish records, including service attendance, the electoral roll, and registers of baptisms, marriage banns, weddings, and funerals.
• Ensure statutory fees are correctly processed, certificates issued, and all transactions properly recorded.
• Prepare and submit quarterly returns to the Diocese and ensure that any fees due are paid.
• Complete statutory and diocesan returns, including the annual ‘Statistics for Mission’ by the end of January.
• Manage copyright licence applications and ensure compliance with other legal and regulatory requirements.
• Ensuring that the church insurance policy is reviewed and renewed annually.
• Ensure that both online filing and hard copy filing (as appropriate) are kept up to date.
4. Communications
• Produce and distribute weekly parish notices and any special communications as required.
• Maintain and update the parish website with details of one-off and recurring events, services, and talks.
• Update ‘A Church Near You’ with information about services, special events, and key parish activities.
• Manage parish administrative and office email inboxes, ensuring messages are forwarded appropriately and records retained where necessary.
5. ChurchSuite and Volunteer Support
• Maintain the ‘services’ module on ChurchSuite including making sure the services notes are accurate and up to date
• Support volunteers (overseers) responsible for rotas, ensuring that rotas on ChurchSuite are accurate and up to date.
• Alert the leadership team to any gaps or issues in forthcoming services or rotas.
• Send invites to new contacts wishing to use ChurchSuite
• Carry out an annual review of ChurchSuite user accounts and archive inactive accounts, including those of guest speakers, to ensure fees remain fair and proportionate.
Person Specification
Essential
• Proven administrative experience, ideally within a church, charity, or not-for-profit setting.
• Excellent organisational skills with the ability to manage multiple tasks and deadlines.
• Strong written and verbal communication skills.
• High level of accuracy and attention to detail, particularly in record keeping.
• Competence in using IT systems, including email, word processing, spreadsheets, and online databases.
• Ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills and the ability to work collaboratively with a wide range of stakeholders including clergy, staff, and volunteers.
• Sympathy with the values, ethos, and mission of the Church of England.
Desirable
• Experience of parish administration or church-based systems such as ChurchSuite.
• Familiarity with diocesan procedures and statutory church returns.
• Experience of website content management.
• Understanding of copyright licensing (e.g. CCLI).
• Experience of supporting volunteers.
Other Information
This role requires flexibility, reliability, and a willingness to work collaboratively in a busy parish environment. The post-holder will have access to confidential pastoral information and is expected to work within parish policies and safeguarding requirements at all times.
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.