Church of the Holy Trinity, Guildwood

Job Opportunities

Parish Administrator

We are seeking a permanent part-time Parish Administrator (approx. 15-20 hrs/week).

The role of the Parish Administrator is to efficiently manage the parish office, fulfill various administrative activities and provide support to the Incumbent and Wardens. They should be familiar with and adhere to all Diocesan and parish policies.

Duties and Responsibilities:

Reception and Communications –

  • Greet and respond to all visitors who enter the church or seek information via phone or social media (Facebook).
  • Review telephone/email messages and respond/forward them to the appropriate person.
  • Prepare parish correspondence, labels and envelopes for financial receipts and other mailings; distribute/mail them, as required.
  • Prepare and distribute weekly newsletter, using MailChimp application.
  • Maintain and manage parish website and social media accounts (Facebook, YouTube), aiming to grow its social presence with regular posts and engagement.
  • Layout, produce and distribute special publications.
  • Fulfill parish’s advertising/promotional requirements through various channels, such as internal and external print media, parish website and social media channels (Facebook).
  • Prepare and reproduce miscellaneous brochures, as required.

Worship Support –

  • Prepare weekly worship and special service bulletins (weddings, funerals, etc.), including inserts; email bulletins in advance of service to the clergy, music director and on-duty lay assistants.
  • Ensure copies of scripture readings are available in advance for readers.
  • Manage in-person worship service registration (pandemic protocol)
  • Support webcast/livestream with bulletin or video description
  • Manage music copyright issues with licensing companies and online services pertaining to music/images.
  • Maintain the parish’s master calendar and Parish Register (baptisms, weddings, confirmation, funerals).
  • Prepare weekly prayer cards for mailing.

Meeting Support and Administration –

  • Collect and consolidate ministry leaders’ reports to prepare, reproduce and distribute annual Vestry report.
  • Take minutes at monthly ministry team leader meeting and annual vestry meeting, then file and distribute, as necessary.
  • Ensure sufficient copies of materials are available for meetings and events.

Office and Operations Management –

  • Liaise with paid staff and volunteers, including clergy, music director, wardens, cleaners, lay assistants, altar guild, property management and others to ensure church operations run smoothly.
  • Alert wardens of any special needs related to property, space rental inquiries or other issues/opportunities in a timely manner.
  • Manage issues and opportunities in a calm, steady manner
  • Review and respond to unanticipated internal and external ministry requirements and issues, as required.
  • Adopt best practices to increase effectiveness and organization
  • Maintain the church directory, parish membership lists, paper and electronic filing systems, ensuring they’re current and available.
  • Handle incoming mail and distribute as required.
  • Keep bulletin board current and Narthex area tidy.
  • Manage office stationery and supplies, ensuring sufficient inventory and postage for office requirements.
  • Coordinate photocopier’s necessary maintenance service.
  • Update Anglican Journal subscription list.
  • Perform other administrative/clerical duties as assigned.

Hours of work

  • The office administrator is expected to work a 15 to 20 hour week, from Tuesday to Friday, 10:00 a.m. to 2:00 p.m.
  • They will be occasionally required to work on a weekend day or evening and may take the equivalent time off in lieu at later date arranged with the incumbent or their designate.

Vacation and Sick Time

  • Following a three-month probationary period, the administrator is entitled to 2 weeks paid vacation annually. This vacation will be scheduled at the mutual convenience of the administrator and incumbent but can’t occur during the church’s festival seasons. Vacation time should be requested and approved at the discretion of the Incumbent or their designate.
  • The administrator is entitled to 5 sick days per year, beyond which any time taken due to illness or personal reasons will be unpaid.

Ethics and Confidentiality

The administrator should conduct their work according to all applicable laws, as well as Diocesan and parish policies, particularly the Diocese of Toronto’s Sexual Misconduct and Screening policies. Failure to comply with these laws and policies, including the duty to act honestly, will constitute cause for termination.

The administrator will comply with the Church of the Holy Trinity, Guildwood’s policies and guidelines, regarding confidentiality. They will not communicate or divulge confidential or financial information acquired in the course of their employment.

Salary will be commensurate with experience

Application Process

If interested, submit your cover letter and resume to officetrinityguildwood@nullrogers.com by Friday, May 15, 2021. No phone calls please.

We, at Holy Trinity, Guildwood, are a caring, open-hearted community, who dream, pray and work with Jesus for a loving, equitable and peaceful world.