Open Position: Office Administrator

We are seeking an Office Administrator to the Church of St. Martin-in-the-Fields, Toronto.

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St. Martin-in-the-Fields is a busy and growing Anglican church in the High Park neighbourhood of Toronto, located just north of Bloor and Keele. We are a vibrant parish church in the Anglo-Catholic tradition with strong ties to the community and local outreach ministries. The church is also a popular venue for concerts, summer camp and other community groups.

Position Title:

Office Administrator

Reports To:

While the position ultimately reports to the Chair of Management Board (People’s Warden) day-to-day activities will be primarily directed by the Incumbent.

Purpose of the Position:

To assist the Incumbent, the Wardens, Treasurer and heads of committees with administrative tasks in support of the ongoing activities of the church

Population Served:

The Incumbent, the Wardens, the Treasurer, the heads of committees and other clergy and members of the parish as required

Term of Office:

This is a permanent part-time position

Duties & Responsibilities:

Office Management:

• Maintain and update parish list
• Support the Incumbent to prepare and print weekly service leaflets and distribute via email
• Regular emails to parish
• Mass mailings, including printing, envelopes and labels, and postage
• Print envelopes and descriptive leaflets for the pews and annual sets of offering envelops for parishioners
• Manage inventory of office supplies including ordering, arranging receipt and delivery of packages

Communications:

• Assist in social media maintenance including regular uploads to Facebook and updates to web site
• Assist in production and distribution of parish publications (Lychgate, website, Facebook, stewardship material)
• Assist with the preparation of letters to parishioners and other periodic and regular mailings
• Handle or redirect parishioner and donor enquiries
• Answer general telephone calls and respond to or redirect voice-mail messages on main line
• Monitor e-mails and direct inquiries to the relevant individual in the parish

 

Administration and Security:

• Receive deliveries and supervise tradespeople
• Assist with various hall and space rentals on site including tracking rental bookings and rental payments
• Maintain church calendar of events including internal bookings of meetings
• Assist in maintaining church filing and record keeping systems
• Deal with any parish mail not specifically addressed to an individual or officer in the parish
• Maintain web ownership including domain name renewal and software license renewals
• Data base maintenance and back-up
• Record donations in church’s financial records and production of official receipts as required
• Prepare church’s Annual Report
• Periodic reporting for parish music licenses
• Health & Safety employee representative

Skills, Experience and Qualifications Required:

Qualifications:

• Discretion, sensitivity, and professionalism
• Experience working within a faith-based community and with volunteers preferred
• Work ethic compatible with the mission of the Anglican Diocese of Toronto
• Proficient with computer software including Microsoft Office, Word, Publisher, Excel, Zoom and other web-based interactive programs
• Experience working with database management
• Able to work pro-actively and independently
• Willingness to work with deadlines that arise with the weekly and seasonal nature of church worship and life

Support, Supervision & Evaluation:

• Administrator will work collaboratively with the Incumbent, the Wardens, and other leaders in the church
• There will be an initial three-month probation period
• Performance evaluation will take place annually

Terms of Work Service:

Twelve hours per week over three days on site with specific dates and times to be agreed upon.
Some flexibility with schedule as there may be the occasional additional tasks required leading up to and during peak seasons (Lent and Easter, Advent and Christmas).
$22.70 per hour.
Two weeks paid vacation per year – vacation time may not be approved for during peak seasons.

Position Risk Assessment:

High.
A police check will be required of the candidate to be chosen. Candidate will also be required to attend the Diocesan mandated Safe Church Workshop.
Successful Candidate will be required to learn and comply with all Provincial and Diocesan regulations on workplace health and safety.

Application:

Please send applications to warden@nullstmartininthefields.ca before January 17, 2025.