Administrative Assistant

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
#J-18808-Ljbffr