Administrative Officer, St Bernard’s Parish


There is an opportunity for an experienced Administration Officer to undertake the administrative and secretarial responsibilities that will enable the Parish Office to run effectively, efficiently, and professionally at all times. The role of the Administration Officer 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.

St Bernard's Parish is a strong, welcoming and hospitable community of faith, reaching out to build and strengthen relationships with God and each other.
The mission of the Parish is to continue the mission of Jesus, with the values of peace, forgiveness, justice, love and healing, which Christ lived and modelled and are also the values of our Parish community.

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 16 Hours, worked across 3 days per week.

Terms and conditions are governed by the Archdiocese of Melbourne.

Key Responsibilities

  • Be a welcoming & attentive presence when answering phone calls, emails and attending to callers to the office. Provide effective communication and support to assist with relationship building within the Parish community.
  • Provide secretarial and office support services to the Parish Priest and the Parish community.
  • Attain a general understanding of duties of other staff members or volunteers to enable support during annual leave or sickness.
  • Updating Parish Funeral and other registers.
  • Assist the Sacramental Officer with maintaining Parish data bases and census information inclusive of family records and all Parish Registers.
  • Maintain accurate and orderly digital files and archives as appropriate for child safe records (WWCC) and statistics as required by CAM.
  • Ordering of church supplies, accepting delivery and maintaining records of goods and services.
  • Understand and assist in the process for reporting allegations or concerns of possible abuse, Risk Management and Occupational Health & Safety.
  • Co-ordinate and assist with Liturgy PowerPoint and Mass Book.
  • Co-ordinate and support Liturgical teams with Liturgical celebrations in the Parish.
  • Attend or organise volunteers / helpers for Masses where there is a visiting priest.
  • Co-ordinate with Volunteers for the preparation of the weekly bulletin for distribution each weekend.
  • Co-ordinating the volunteers for weekly Mass including collections of Thanksgiving as well as any special collections throughout the year.
  • Expand volunteers culture with recruiting, engaging, training and development of volunteers in Parish.
  • Maintaining & updating the Parish Volunteer data base as well as the individual volunteer rosters and sending out weekly reminders to those on the next roster.
  • Advise the relevant volunteer responsible for the Parish website of any updates or additions (e.g., weekly bulletin and Mass time changes).
  • Handling all enquiries relating to the Memorial Wall and Rose Garden and updating the relevant charts and maps.
  • Safeguarding of property and property management; including safeguarding of computerised data, security of log ons and passwords, liaising with Clairvaux Catholic Primary School to ensure security of buildings and church grounds, co-ordinating repairs & maintenance (which may include advising & updating relevant volunteers) as well as the cleaning of church and office.
  • Work alongside the Parish Priest and Parish Teams; co-operate with colleagues and volunteers to achieve the implementation of all Parish policies and procedures.
  • Other tasks as directed by the Parish Priest.
  • Attend Parish meetings as required by the Parish Priest.

Key Requirements

  • Well motivated to work for the Church and possess a strong commitment to its practices and values
  • Experience in providing a range of secretarial and office management services.
  • Strong PC skills, in particular Microsoft Office Suite (Word, Excel, PowerPoint and Publisher).
  • Familiarity with the Archdiocese operating system, Parish online (PACEM) would be an advantage, however training can be provided.
  • Good communication skills with ability to listen empathically to a variety of people.
  • Team orientation, including ability to work harmoniously with staff and volunteers.
  • Ability to work to timeframes with attention to detail and priorities.
  • Maintain accurate records in a tidy and readily accessible manner.
  • Maintain confidentiality and security of all records.
  • Initiative and a capacity to work with a minimum of supervision.

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 26 July 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: 26 July, 2024 Contact person Suzette Diaz Apply Now