Company Info

The Eighth Day: A Baptist Community
West Melbourne, VIC, Australia

Company Profile


Office Manager


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Location:

West Melbourne, VIC, Australia 

Category:

Accounting, Admin-Clerical, Advertising/Media/PR, Event Management

Job ID:

27119
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Post Code:

3003

Employment Type:

Part time

Posted:

19.11.2019
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Office Manager: The Eighth Day Baptist Community
 
Purpose of Role
  • The purpose of the Eighth Day Office Manager role is to provide administrative support to:
  1. The Eighth Day Church (Pastor)
  2. The Eighth Day Community Centre (Community Centre Manager) and
  3. The Eighth Day Property Company (Chair/Treasurer).
  • The role provides a major point of contact for enquiries from within the church community and from outside.
  • The Office Manager fills a key role in the life of the church ensuring good communication and efficient processes.
  • The person appointed will be part of a team comprising the Pastor (team leader), Office Manager and Community Centre Manager.
  • While we have created role descriptions for the Pastor, Community Centre Manager and the Office Manager, we want these descriptions to be living documents that will be adjusted through discussion, negotiation and in accordance with a commitment to teamwork and being attentive to the gifts and skills of each team member.
 
Gifts and Skills Required
The Office Manager is expected to:
  • Have a caring attitude, excellent people skills, and high integrity grounded in Christian faith.
  • Be accessible, responsive, and flexible to handle the changing needs of the church
  • Have clerical, computer and administrative skills
  • Have artistic and marketing flair to produce promotional material including proficiency with web sites and social media
  • Have excellent written and verbal communication skills
  • Have ability to prioritise and delegate tasks
  • Develop a knowledge of The Eighth Day and its areas of involvement in order to coordinate the unique schedule
 
The Office Manager must have appropriate experience and must be able to handle confidential information in a sensitive and secure manner. Additionally, the willingness to learn new skills, work as a team player, is self-motivated and overall dependability/accessibility are very important.
 
Duties and Responsibilities
1. To be a welcoming face/voice for visitors and church members during week
a) Answer the office phone, take messages and forward calls as appropriate
b) Greet visitors to the church buildings and ensure they feel welcome
 
2. To oversee efficient administrative processes and smooth running of the church office
a) Manage aspects of the church property, including apartments, and bookings by others.
b) maintain member database and produce church directory as needed
c) maintain the calendar of church events
d) purchase office supplies
e) forward mail/email to the appropriate persons
f) ensure the printer is in working order
g) collect and sort post office mail
h) maintain an appropriate filing system
i) prepare and distribute any rosters
j) edit, publish and distribute the church annual report
 
3. To ensure timely execution of Safe Church administrative tasks
a) Keep records of WWCC (Working With Children Checks), Police Checks and VIT numbers (where applicable).
b) File permission forms and communicate critical information to ministry leaders.
c) Ensure necessary checks are kept up-to-date and advise ministry team leaders if checks need to be updated.
d) Maintain records of leaders required to do BUV Safe Church training and give reminders.
e) Ensure that the church facilities are managed in relation to the BUV Safe Church protocols (including risk management, emergency procedures, OH&S, food safety).
 
4. To manage building facilities
a) In conjunction with other staff, manage facility enquiries, accept bookings (including communicating expectations on use of property) and generate invoices
b) maintain security with access/distribution of keys and appropriate records
c) be proactive in relation to property maintenance
d) submit insurance claims as required
e) liaise with the Owners Corporation as required.
f) oversee regular and special cleaning of the church-community centre in conjunction with pastoral staff.
 
5. To provide administrative support to the treasurer
a) enter financial transactions information into church accounts
b) coordinate with the Treasurer in the production of Financial Statements
c) coordinate with the Treasurer in the production of BAS Statements
d) liaise with external agencies in relation to smooth running of the office and church facilities (internet, banking, power, gas, etc.)
 
6. Publicity and Web Page
a) to help create and assist with the maintenance of the church’s web and social media pages
b) to assist with the development of publicity and publications for the church and community centre and liaising with local media.
 
7. To offer confidential administrative support to the pastoral staff and ministry teams as required
a) provide support for weekly worship and other services as required
b) produce printed order of service for services as required
c) manage music and copyright matters for worship
d) produce documents and/or PowerPoint for church meetings
e) make phone calls as requested by pastoral team members
f) maintain worship attendance records
 
8. To triage requests coming to the office, referring people on to the appropriate ministry team leaders
 
Work Hours, Remuneration and Terms
  • The Office Manager role is initially rated at 0.4 EFT (15 hours per week).
  • The person reports to the Pastor.
  • Actual work times are negotiable and flexible but it is intended that the office be staffed 9 am – 1 pm Tuesday to Friday by the Office Manager, other staff and/or volunteers.
  • This is a paid position with standard superannuation and leave provisions. Remuneration is based on the ‘Educational Services (Schools) General Staff Award 2010 (MA000076) – Level 6’. (currently $28.21 per hour)
  • The term of the appointment is two years with an opportunity for renewal if it seems right to the church and the person.
  • There will be a review after three months of commencement followed by a review each year.
  • This position has a six-month probationary status after which the appointment may be confirmed.
  • A laptop and a flexible office space are provided.
  • Negotiated phone rental and other associated agreed expenses.
  • The Eighth Day follows the Safe Church guidelines of the BUV to protect children and vulnerable people. The church requires all staff to hold a valid Working with Children Check, undergo a regular Police Check and complete a screening questionnaire.
 
Expressions of Interest
  • Please contact, Geoff Pound (Pastor) to express your interest, request more information or make a formal application.
  • Applications, which need to be accompanied by a CV (resume), names and contact details of referees and other statements that show how applicants meet the above criteria, close on the 10 December 2019.
  • Contact details: Geoff Pound 0417 485 200
 
19 November 2019



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