Head of Operations and Administration

Job Posted: 232 days ago

Available until: 18th Oct 2018

Key Features



Job Type:



£20,000 to £25,000



We’re looking for someone to join our team as our Head of Operations and Administration (Maternity Cover), as we seek to love and serve Jesus, each other, Greater Manchester and beyond.


Saint Philips Chapel Street is a church plant in partnership with New Wine launched in September 2016. 

If you’re a passionate follower of Jesus who loves to make things run smoothly with experience in administration, building facilities, human resources, finance and events we’d love to hear from you! We welcome applications from BAME candidates.

The deadline for applications is Thursday 18th October with interviews taking place on Tuesday 30th October.

Job Description: Head of Operations and Administration

Part time: 28 hours per week

From December 2018, up to 12 months (maternity cover) 

Reports to the Rector

Job Purpose

Implement, maintain and upkeep the smooth operational running of Saint Philips as a church. The role is multi-faceted, but broadly speaking, has involvement and oversight in the areas of administration, the building facility, HR, finance, and internal events.

Key Role A: Administration

A1.  Help the Rector with key administrative tasks as requested.
A2.  Be a first point of contact for those contacting the church.
A3.  Take and distribute weekly staff meeting minutes.
A4.  Maintain church calendars.
A5.  Oversee Welcome Cards, ChurchSuite and communications with the church community.
A6.  Produce weekly notice sheets.
A7.  Set up and run the church office with a Christian culture of hard work, fun and grace.
A8.  Oversee stock ordering.
A9.  Oversee office IT including the printer and g-drive including staff email accounts
A10.  Ensure the A Church Near You website is updated regularly.
A11.  Complete diocesan paperwork.
A12.  Liaise with, or perform the function of, PCC Secretary and Electoral Roll Officer and oversee the APCM report.
A13.  Compile and submit statistics for Church Commissioners’ grants.
A14.  Liaise with the Welcome and Hospitality Team Leaders to ensure key tasks are completed on a Sunday.

Key Role B: Building Facilities.

B1.  Manage the Saint Philips church site – utilities, bills, oversee grounds maintenance, meter readings, oversee, annual boiler servicing, leaf clearing, cleaners etc.
B2.  Maintain insurance policies, implement and maintain health and safety policies and procedures, implement and maintain fire safety policies and procedures, including arranging appropriate training for staff and volunteers.
B3.  Oversee all building works, building and appliance repairs and updates, insurance issues and claims.
B4.  Oversee church storage and church heating.
B5.  Find ways to reduce overheads and costs to run the building.
B6.  Manage the church signage and church waste.
B7.  Oversee key holding and building security.
B8.  Communicate with building users to ensure the building is left in a good condition and is used safely and locked securely.
B9.  Organ & Piano Servicing and Tuning.

Key Role C: Human Resources

C1.  Create job contracts, create and maintain the staff handbook, manage payroll and pensions, involved in recruitment processes.
C2.  Implement, maintain and update all policies.
C3.  Oversee the management of the staff holiday calendar.
C4.  Assist in the induction of new staff.
C5.  Support ministry leaders with the implementation of Safer Recruitment Policy, including administrating DBS applications.

Key Role D: Finance

D1.  Work with the Treasurer to manage finances of the church.
D2.  Administrate Standing Orders.
D3.  Claim Gift Aid and draw down grants.
D4.  Overseeing regular book keeping.
D5.  Administrate the church bank account.
D6.  Develop operations budgets and forecasts with the Rector and other staff.
D7.  Oversee the preparation of monthly financial reports for staff and PCC.
D8.  Pay invoices, authorise purchases for staff and key volunteers and pay expenses once per fortnight.
D9.  Oversee offerings and regular paying in.
D10.  Submit annual returns to the Charity Commission and Companies House, keeping trustee information up to date.

Key Role E: Events

E1.  Manage the church diary, including all events, courses and meetings, working alongside the events manager who oversees external bookings.
E2.  Manage and oversee key Saint Philips events such as Christmas, Easter and New Wine events.
E3.  Assume the point of contact role for many suppliers, organisations and companies with whom we work, such as the Diocese of Manchester, the Charity Commission, and the New Wine Network.

Essential and desirable skills, knowledge and experience required for the job

-  Project management skills
-  Excellent communication skills
-  Advanced MS Word, Excel and PowerPoint skills
-  Excellent organisational skills
-  Self-motivated, strategic thinker
-  Flexible attitude
-  Good interpersonal skills
-  High attention to detail
-  High level of confidentiality
-  Budget management

-  Enthusiasm, energy, commitment and a sense of humour
-  Experience of working in finances
-  Experience with contracts and legal proceedings

There is a genuine occupational requirement that the post holder is a Christian and supports the beliefs and practices of the Church of England.

Pay, Conditions and Expectations

- Up to 12 months (maternity cover)
- The employer will give 2 months’ notice of the end of the contract
- 28 hours per week to be worked Monday – Friday, to include weekends and evenings where necessary
- Work one Sunday per month as part of the staff team rota (time to be taken in lieu)
- The role holder must be available to work at a selection of key events at Saint Philips including Christmas services, Easter services and Annual Parochial Church meetings when required and ad hoc Sundays
- Available to attend New Wine (the church holiday in the summer, one week duration) and weekends away
- Attend weekly staff meeting
- Salary range £20,000-£25,000 pro rata (depending on experience)
- Auto enrolled in pension scheme
- Probationary period of 6 months
- Holidays: 25 days per year, including 5 Sundays & Bank Holidays pro rata (time off in lieu of working on Bank Holidays)
- It is expected that staff members will be active members of Saint Philips including Sunday services


Contact Gareth Robinson (gareth.r@saintphilips.org.uk) for an application form, and submit this by email with your CV and a covering letter by 18th October 2018.

Interview Date Tuesday 30th October 2018.

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