Archdiocese of Southwark
Parish Secretary
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Purpose of the Role
To provide efficient administrative, secretarial and reception support to the Parish Priest and the parish, acting as a welcoming first point of contact and ensuring the smooth day-to-day running of the parish office.
Key Responsibilities
Office & Reception
- Act as the first point of contact — telephone, email and door — dealing with enquiries from parishioners, visitors and callers courteously and helpfully.
- Manage the parish office: correspondence, filing, post, photocopying and ordering supplies.
- Manage the Parish Priest’s diary and appointments and coordinate the parish calendar of Masses, services and events.
Records & Sacraments
- Maintain parish registers and sacramental records (baptisms, First Holy Communion, Confirmation, marriages and funerals) accurately and confidentially.
- Administer bookings and paperwork for baptisms, weddings and funerals, liaising sensitively with families, clergy and funeral directors.
- Maintain parishioner records and databases in line with data protection.
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Communications
- Prepare and produce the weekly newsletter/bulletin, Mass intentions, notices and noticeboards.
- Maintain the parish website and social media and circulate information as directed.
Finance & Support
- Assist with collections, Gift Aid and banking paperwork, working with the Accounts Clerk or Finance Committee.
- Support parish groups and meetings, including agendas and minutes where required.
- Support safeguarding administration and DBS coordination, and liaise with the central offices of the Archdiocese.
Safeguarding
- Comply with the Archdiocese’s safeguarding policies and the national Catholic safeguarding standards, work with the Parish Safeguarding Representative, and report any concern immediately. This post is subject to an enhanced DBS check at the appropriate level.
General
- Uphold the ethos and values of the Catholic Church; maintain confidentiality and comply with data protection; take reasonable care of health and safety; and undertake other reasonable duties consistent with the role.
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Person Specification
Criteria Essential
Qualifications & Training
- Good standard of general education, including English and mathematics.
- A business administration or secretarial qualification.
Experience
- Proven administrative or secretarial experience.
- Minute-taking and supporting meetings.
- Website or social media administration.
Skills, Knowledge & Abilities
- Competent in Microsoft Office (Word, Outlook, Excel).
- Excellent communication and interpersonal skills.
- Well organised and accurate; able to prioritise and work on own initiative.
- Knowledge of parish life and the structures of the Catholic Church.
Personal Qualities & Ethos
- Discretion, tact and confidentiality; a warm, welcoming manner.
- Sympathetic to, and willing to work within, the ethos and values of the Catholic Church.
Eligibility to Work
You must have the right to work in the UK. The Archdiocese is unable to offer visa sponsorship for this role, and applicants must already hold the right to work in the UK.
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