Overall Job Purpose
Are you an experienced Administrator with secretarial, bookkeeping and accounts knowledge, looking for a role where your skills can make a real difference?
The Immaculate Conception Parish in Southampton, is seeking a Parish Administrator. To provide a full confidential administrative and pastoral support service to the Parish Priest, parishioners, and visitors to the Immaculate Conception Parish.
This is a part-time permanent role working 20-25 hours per week, ideally to cover at least Tuesdays and Fridays and one evening per month. Working pattern and hours to be agreed at interview
This role is based at The Immaculate Conception, Parish Office, 346 Portswood Road, Southampton, SO17 3SB.
The postholder is expected to foster a professional, welcoming, and efficient parish environment for parishioners, volunteers, and visitors.
This is an exciting time to join our friendly, busy, and supportive team as we implement our 10-year Mission Plan, shaping the future of our Diocese and the communities we serve.
Covering Hampshire, Berkshire, South Oxford, and the Channel Islands, our Diocese is home to 87 parishes and 50 schools, serving over 27,000 practising Catholics and supporting 32,000 children and their families. Our work is both challenging and deeply rewarding, offering the opportunity to be part of something truly meaningful.
Employees working in parishes are formally employed by the Diocese of Portsmouth and must comply with all diocesan policies and procedures, as well as those related to local arrangements specifically authorised by the Parish Priest.
Parish Administrator - Job Description:
Main Duties
General Administration and Pastoral Support
- Act as the first point of contact for parishioners, visitors, and external inquiries, either in person, via telephone or email, ensuring a welcoming and professional response.
- Provide confidential administrative support to the Parish Priest and clergy.
- Assist the Parish Priest and clergy to provide pastoral support to the Immaculate Conception parishioners and visitors, ability to deal sensitively and confidentially with requests and difficulties.
- Respond to general inquiries, phone calls, emails in a timely manner, able to prioritise tasks and produce work to a high standard.
- Manage diaries and appointments for the Parish Priest, Assistant Priest, and pastoral visits.
- Support the Parish Priest in coordinating parish activities, meetings, events and pastoral initiatives.
- Support parish groups and sacramental preparation programs, including managing course materials.
- Maintain and update parish records, including PAMIS parishioner databases, sacramental registers, and schedules.
- Prepare and distribute the weekly Parish Newsletter.
- Ensure all registers are up to date and maintain accurate documentation for sacraments, including diary management and invoicing for baptisms, weddings, and funerals.
- Order and maintain supplies for the presbytery, office, churches, and halls.
Parish Communication
- Update the parish website and parish social networking sites.
- Responsible for communicating parish meetings, events, and pastoral initiatives.
- Ensure effective communication between the parish and diocesan departments, submitting reports and compliance documents as required.
Sacramental & Liturgical Support
- Schedule and coordinate baptisms, weddings, funerals, and other sacramental celebrations, ensuring all necessary documentation is completed.
- Organise rotas for altar servers, readers, Eucharistic ministers, and other liturgical ministries.
- Prepare mass sheets and liturgical documents for Christmas, Easter, and other key celebrations.
- Mass Intentions and Allocation of Offerings received.
Volunteers
- Safeguarding Internal Verification, managing the process of DSB applications for volunteers in the parish including verifying ID and submitting applications to the Safeguarding Office.
- Liaising with Diocesan Safeguarding Team and Parish Safeguarding Officer re training, updates and any other necessary matters.
- Work collaboratively with parish volunteers, offering support and training where required.
Hall Booking & Facility Coordination
- Manage the parish hall booking calendar and liaise with the Parish Finance Administrator to ensure appropriate hire agreements and invoicing.
Estates & Property Maintenance
- Liaise with Estates and maintenance parish group regarding the booking and co-ordinating repairs and routine maintenance with contractors.
- Complete property administration tasks in conjunction with the Parish Finance Administrator and Diocese Estates Team.
Governance & Compliance
- Ensure compliance with data protection regulations (GDPR) and maintain secure and well-organised records.
- Assist in implementing diocesan policies, including safeguarding procedures and governance protocols.
- Process Annual Pastoral Statistics and Annual Mass Counts.
Other Responsibilities
- Undertake any other reasonable ad-hoc tasks as requested by the Parish Priest.
Professionalism & Values
- Uphold and promote the ethos and values of the Catholic Church.
- Work collaboratively with clergy, employees, and volunteers to support the parish mission.
- Foster a welcoming and professional parish environment for all.
- Maintain confidentiality and discretion in all aspects of the role.
Parish Administrator - Person Specification
Competence, Expertise and Knowledge
Essential:
- Previous administrative experience, in a busy office with a keen eye for detail and accuracy.
- IT proficiency, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and database management.
- Strong organisational skills, with the ability to prioritise multiple tasks effectively.
- Excellent written and verbal communication skills, ensuring professional interaction with parishioners and external stakeholders.
- Valid UK Right to Work.
Desirable:
- Familiarity with the Catholic Church, its teachings, and liturgical practices.
- Experience working in a parish, charity, or faith-based environment.
- Understanding of safeguarding and data protection best practices.
- Knowledge of financial management or bookkeeping.
- Experience working with volunteers and or in a pastoral role.
Applicant Information
Employee benefits include 25 days paid holiday plus bank holidays, free life assurance and employee wellbeing programme, and contributory pension scheme.
If you are inspired by the idea of working in a values-driven environment where your efforts will have a lasting impact, we would love to hear from you.
How to Apply
Please send a comprehensive and up to date Curriculum Vitae with a covering letter setting out your suitability for the role and motivation in applying to [email protected] Please state ‘Parish Administrator SOUIC’ in the subject line of your email.
Or please call into The Immaculate Conception, Parish Office, 346 Portswood Road, Southampton, SO17 3SB for an application form.
The Diocese of Portsmouth is an equal opportunities employer and welcomes applications from all who support the ethos and values of the Catholic Church.
The closing date for applications is Sunday 13th July 2025, at 10pm.
We encourage an early application as we may close this advertisement at our discretion before the date stated, if a high number of applicants apply.
You will be notified, should we wish to progress your application and invite you to an interview.
Appointment
Any offer of employment to work at the Catholic Diocese of Portsmouth is conditional upon receipt of two satisfactory employment references, provision of relevant certification of qualifications held, and completion of pre-employment checks.
You must have a valid UK Right to Work, as the Catholic Diocese of Portsmouth does not offer UK Visa Sponsorship.
Job Types: Part-time, Permanent
Pay: £13.00 per hour
Expected hours: 20 – 25 per week
Benefits:
- Company pension
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site parking
- Sick pay
Schedule:
- Day shift
Experience:
- Bookkeeping and accounts: 3 years (required)
- Secretarial & administration: 3 years (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
Application deadline: 13/07/2025
Reference ID: Parish Administrator SOUIC