Administrator

Support the pastoral team, ministry leaders and congregation through efficient office management, communication and coordination......

Mitcham Baptist Church (MBC) has for many years had a strong commitment to nurturing people of all ages on their faith journey, providing healthy pastoral care and various discipleship opportunities. MBC remains dedicated to the ongoing health and flourishing of all people within both the church and wider community. Our vision to ‘love God, love people, and make disciples of Jesus who do the same´ informs everything that we are and do.

MBC is a diverse church of multiple ethnicities and generations ranging from newborn to Seniors. We find ourselves in the exciting position to be searching for a new Administrator, as the incumbent Administrator prepares to transition into retirement. The purpose of the position is to ensure the smooth and effective administration of the church. This role supports the pastoral team, ministry leaders and congregation through efficient office management, communication and coordination. Duties include such things as the efficient and effective working of the MBC office, overseeing the general administrative function of the church, maintaining oversight of compliance and record keeping matters, supporting the Property Task Force regarding property management and maintenance, and overseeing effective internal and external communication processes. This role functions within a staff team of Pastors and Coordinators and will report directly to the Senior Pastor.

We are searching for an individual who feels called to what is a 3 day-week (0.6FTE) paid position. The actual spread of work hours across the week will be determined in consultation with the Senior Pastor and to the satisfaction of Church Council.

Applications

For enquiries, please contact:

1. Rev Nick Martin (Senior Pastor) 0414 892 475 or nick@mitchambaptist.org.au.

To apply, please email (marked ‘Private and Confidential’) a copy of your curriculum vitae and a cover letter addressing the Attributes as stated in the Position Description (below), and any other appropriate details or information of your choice, to: Attention Nick Martin admin@mitchambaptist.org.au

All enquiries and applications will be treated in confidence by the MBC Leadership Team. Applications close: Monday 14^th July 11:59pm.

Position Description – Administrator

Background

The position is part of the Mitcham Baptist Church (MBC) staff team and aims to ensure smooth and effective administration of the church. This role supports the pastoral team, ministry leaders and congregation through efficient office management, communication, and coordination. This role is also the initial point of contact for external people and organisations.

Tenure

The appointee shall work up to 24 hours a week between 8.30am to 5.30pm, Monday to Friday. The actual spread work hours across the week will be determined in consultation with the Senior Pastor and to the satisfaction of Church Council and the appointee.

Attributes (key selection criteria)

The following attributes are sought in the appointee:

• Mature in faith with a calling to serve God. A steady and growing relationship with Jesus Christ through prayer, worship, and Bible study.
• Demonstrates commitment to MBC’s doctrine and beliefs; and able to ensure compliance with MBC’s policies, vision, and values. Also:
  • An active member of MBC or eligible to become a member.
  • Holding a current Working with Children Check, or will obtain one prior to commencement.
  • Trained in the Baptist Union of Victoria’s (BUV’s) Safe Church Program and will maintain relevant refresher training.
• Have a caring attitude, sound people skills, and high integrity. Able to demonstrate responsiveness and flexibility.
• Able to work with, motivate, and lead teams; and be an effective team member.
• Sound time management skills and be able to simultaneously manage multiple administrative tasks and demands.
• Sound oral and written communication skills; and able to liaise with MBC leadership, ministry team leaders, members of the congregation, and the general public.
• Competent in clerical, administrative, and computer skills (including MS Word, Outlook, Excel, Teams, PowerPoint, Publisher and the internet).

Roles

The roles of this position are:

1. To be an effective member of the MBC staff team.
2. To carry out, be responsible for, supervise, and give direction to other people regarding the general administrative functions of MBC.
   
3. To assist the Pastors, Secretary, Treasurer, Councillors, Elders, and MBC taskforces in the administrative functions of their roles.
4. To assist and give advice to MBC leadership, organisations and ministries on matters relating to their administration and on the general administrative functions of MBC.
5. To be responsible for the efficient and effective working of the MBC office including compliance and record keeping matters (eg Safe Church, Insurance, WWCC, Bastion Systems).
6. To represent MBC to external people and external organisations and to assist them with their enquiries.
7. To liaise with the Chair of the Property Taskforce (or their delegate) regarding property management and maintenance.
8. To oversee and ensure effective internal and external communication processes.

Reporting

The Administrator reports to the Senior Pastor.

Safe Church

MBC is a safe church and has policies and procedures regarding child protection, vulnerable adults, abuse and/or misconduct. This position will comply with these policies and procedures.

Remuneration

To be determined by negotiation in line with Clerks – Private Sector Award 2020 and commensurate of skills and experience (expected Level 2 or Level 3).

Review

The performance of the appointee will be reviewed annually in line with the staff performance and appraisal process established at MBC.

Administrator’s Tasks

• Co-ordinate use of facilities
• Respond to expressions of interest regarding the external hire of facilities, including:
  • Initial enquiries, check availability, issue guidelines and booking forms
  • Escort people around facilities
  • Process bookings (including deposit payments, receipts, diary listing)
  • Coordinate administrative and clerical tasks
• Ensure appropriate responses to requests for food or welfare
• Prepare correspondence and submissions on behalf of church leadership
• Prepare monthly reports and recommendations to, and attend, Church Council meetings to provide input and to receive direction
• Attend and participate in weekly staff meetings and report on administrative matters
• Maintain close liaison with Pastors, Church Secretary and Church Treasurer
• Office reception duties
• Respond to requests for information by email, telephone and in person
• Prepare and maintain the church annual planner and church calendar
• Manage the assets database, insurance register and related items
• Manage communications between church groups and ministries
• Manage property security including allocation of keys and maintain the key register
• Coordinate duty of care responsibilities
• Coordinate emergency and Bastion Systems procedures
• Manage regulatory items including Creating Safe Spaces training register, WWCC database, Bastion System (Essential Services)
• Prepare online and printed church newsletters (prepare items on behalf of leadership)
• Coordinate updates to the church database
• Overall coordination of other rosters
• Liaise with the BUV and other organisations on behalf of MBC
• Make general purchases on behalf of the church with the MBC debit card
• Prepare activity packs for children during school holidays or as requested when kid’s church isn’t running
• Coordinate maintenance of church website and key contacts listed online
• Update church directory with contact details and new member details
• Assist in the update of church member’s roll
• Preparation and collation of Church Annual Report for the Annual General Meeting, as well as paperwork for meetings
• Respond and provide advice to Church Council, regarding property issues, including:
  • coordinating working bee tasks
  • security
  • property, building, furniture upgrade and maintenance
• Organise waste management, including:
  • Put out garbage and bins for collection (Monday)
  • Bringing bins back in (Tuesday)
  • Recycling / gardening bins
• Coordinate property upkeep, including:
  • Cleaning coordination and review of weekly tasks completed in line with external contract
  • Tidying up of the auditorium and other facilities after use
  • Janitorial matters and supplies
  • Organise commercial clean following hire of facilities to outside groups where necessary
• Assist with periodical fire alarm test and other regular property related to Bastion System tasks
• Prepare and distribute invoices to companies that use MBC property
• Oversee and ensure effective internal and external communication processes
  • Maintain MBC’s digital presence including website and social media content
  • Creation and compilation of print and electronic communication
  • Assisting the arrangement and promotion of church events