Administration Assistant, St Ignatius Parish & St James Parish


There is an opportunity for an experienced Administration Assistant to undertake the reception, administrative and secretarial responsibilities that will enable the Parish Office to run effectively, efficiently, and professionally at all times. The role of the Administration Assistant will be to build solid relationships and work collaboratively to provide support and back up to the Parish Team and parish volunteers as required in demanding situations. The role aims to support the Parish Priest by identifying and addressing operational needs.

The successful applicant must be well motivated to work for the Church and ideally possess a strong commitment to its practices and values. He/she must be able to recognise and respect the pastoral aspect of the Parish. The role will be part-time working 35 hours per week working Monday-Friday, 9.00am-4.00pm.

Terms and conditions are governed by the Archdiocese of Melbourne.

Key Responsibilities

  • Reception — welcoming all on site visitors and assisting or directing them to where they need to be.
  • Answering incoming telephone calls and either addressing queries where possible or directing the caller to the appropriate person who can help them.
  • Monitoring voice mail boxes and email inbox to ensure that queries are responded to in a timely fashion.
  • Collect parish mail, sorting and distributing incoming post whether parish or tenants, and organising and sending outgoing post
  • Creating and maintaining filing systems (documents and computer-based information)
  • Keeping the office diaries up to date, be they electronic and/or hard copies
  • Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel and Publisher to produce correspondence booklets, flyers, documents and maintain presentations, records, spreadsheets and databases.
  • Photocopying and printing various documents, as required
  • Ordering and maintaining stationery and equipment
  • Open the Church and the Sacristy and set all the items required for liturgical celebrations officiated by visiting clergy and return them to their proper places afterwards.
  • Act as Sacristan as the need arises.
  • Ensure enough supplies of altar bread and wine; candle oil
  • Place information for special collections in the Church
  • Ensure information in regards to flyers and the like are up to date in the Church
  • Update Parish Office Calendar weekly for Church and Parish Events
  • Develop and maintain database of parishioners.
  • Maintain hard copy of Sacramental Parish Register and electronically on PACEM.
  • Collating weekly content for preparation and production of the Parish Bulletins
  • Develop and Maintain Church Rosters – be it readers, special ministers and the like, both for St. Ignatius Church and St. James.
  • Assist the Parish Priest in transcribing details onto Wedding Papers
  • Making bookings in the Parish Calendar regarding Weddings, Baptisms, Funeral and other Sacraments and events.
  • Archiving and Maintenance of Parish Records
  • Update Parish Office Calendar weekly for Church and Parish Events
  • Enter Thanksgiving Envelopes into the Parish and Archdiocese Data Base
  • Prepare new Thanksgiving Envelopes
  • Prepare and set up new contributors to the Thanksgiving Program
  • Responsible for managing and updating the content of the Parish website
  • Other duties as requested by the Parish Priest, Parish Manager and Consultant Accountant.

Key Requirements

  • Well motivated to work for the Church and possess a strong commitment to its practices and values
  • Demonstrated ability in accurate and proficient performance of a wide range of administrative tasks.
  • Excellent organisational and problem-solving skills.
  • Ability to work under pressure to meet deadlines.
  • Energetic and highly motivated with initiative and capacity to work with minimum supervision.
  • Maintain records in a confidential, tidy and readily accessible manner
  • Maintain a high level of integrity, confidentiality and discretion.
  • Computer competence in Microsoft Office Applications, Parish Data and Archdiocese Data Program – PACEM

Other Requirements

  • Valid Working with Children Check
  • Police Check
  • Annual acknowledgement of the expectations and responsibilities outlined in the Safeguarding Children and Young People Code of Conduct.
  • Successful completion of the Catholic Archdiocese of Melbourne’s Safeguarding Essentials online training module annually.

Additional Information

Applications are to be sent via email to by 5 August 2024.

Please submit a cover letter along with a current resume. For further information, contact Suzette Diaz, HR Partner on (03) 9926 2424. We look forward to hearing from you and wish you all the best.

The Archdiocese is committed to the safety, wellbeing, and dignity of all children and vulnerable adults.

Application closing date: 05 August, 2024 Contact person Suzette Diaz Apply Now