Administrative Assistant

3 weeks ago

Melbourne, Victoria, Australia Catholic Archdiocese of Melbourne Full time
Overview

St Jude's Parish, Langwarrin, is seeking a compassionate, organised Administrative Assistant to be a welcoming face of the parish. The Administrative Assistant provides high-level administrative and personal support to the Parish Priest and undertakes reception and administrative responsibilities that enable the Parish Office to run effectively, efficiently and professionally at all times. The role is a collaborative partnership with the other Parish Team, providing support and back-up as required in demanding situations. The role facilitates communication between the Parish Priest, Parishioners, Schools & CAM Support Service Departments (Administration, Information Technology, Accounting, Building & Property and Human Resources) to identify and address operational needs.



Responsibilities
  • Administrative & Secretarial Support
  • Provide high-level confidential administrative and secretarial support to the Parish Priest, including managing his appointment diary, office calendar, workflow and correspondence, and attending meetings.
  • Prepare letters, reports, newsletters and other documents as required.
  • Attend to parish correspondence and communications; manage the parish website and weekly newsletter.
  • Records & Database Management
  • Establish and maintain an efficient, confidential digital and physical record-keeping system for the parish office.
  • Maintain the parish database and registers (Baptism, Deaths, Weddings, etc.) in PACEM.
  • Financial Administration
  • Manage end-to-end Accounts Payable and Accounts Receivable.
  • Process and remit bills, invoices, and parish contributions.
  • Assist with recording all transactions in Xero and reconcile bank statements.
  • Assist with counting and banking monies, ensuring accurate reconciliation.
  • Assist with preparation of quarterly Business Activity Statements (BAS).
  • Prepare financial reports and budgets for the Parish Finance Committee, and attend meetings as required.
  • Liturgical & Sacramental Support
  • Provide administrative support for parish liturgies, sacraments and parish groups/ministries as required.
  • Arrange supply priests during the Parish Priest's absence.
  • Parish Property & Supplies
  • Ensure parish property and facilities are in good working order, coordinating services and repairs when necessary.
  • Order and maintain records of church and office supplies, including consumables (tea/coffee/stationery).


What you bring
  • Strong administrative skills and proficiency in Microsoft Office
  • Warm, values-driven personality with a genuine commitment to the Church's mission
  • Compassionate and respectful approach to people from all walks of life, especially those experiencing mental health challenges or social isolation
  • Excellent interpersonal skills with healthy, professional boundaries
  • A proactive, 'can-do' attitude and willingness to ask for help when needed
  • Integrity, confidentiality, life experience, and a good sense of humour


Requirements
  • Valid Working with Children Check
  • Current Police Check
  • Valid Driver Licence
  • Right to Work


Perks and Safety
  • Onsite parking provided
  • Secure, supportive working environment with responsive duress protocols
  • A deeply meaningful role in a unique, city-based parish


How to Apply

To express your interest, please email your cover letter (telling us a bit about yourself and why you're drawn to this role) and your resume, including contact details for two employment referees, to: Attention: Sandra Hill – HR Business Partner for Parishes. Please refer to the position description for further details.



Additional Information
  • Seniority level: Entry level
  • Employment type: Part-time
  • Job function: Administrative
  • Industries: Religious Institutions
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