Parish Secretary, St John Vianney's Parish

Springvale North

There is an opportunity for an experienced Parish Secretary 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 Parish Secretary 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 18 hours per week.

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.
  • Ensuring all office equipment is in good working order and if necessary, coordinating services and repairs.
  • Ordering of church supplies, accepting delivery and maintaining records of goods and services (provisions such as tea/coffee/stationery). Managing Parish calendars.
  • Collating and distribution of relevant Parish documents.
  • Digital and hard copy filing.
  • Maintain Parish database and Registers (Baptism, Deaths, Weddings etc) — PACEM.
  • Assist supply priests whilst Parish Priest is on annual leave or away from Parish.
  • Coordinate Baptism Bookings & the Sacramental Program.
  • Preparation of weekly Parish Newsletter and liturgy. Manage Parish Website.
  • Provide administrative support pertaining to the liturgical and sacramental life of the Parish.
  • Provide administrative support pertaining to Parish Groups and Ministries as required.
  • Attend meetings as requested.
  • Any other relevant duties assisting the Parish Team.
  • Other tasks as directed by the Parish Priest

Key Requirements

  • A committed Catholic in good standing with the Church, possessing a deep understanding of Catholic teachings and traditions.
  • Excellent interpersonal skills with the ability to connect with individuals from diverse backgrounds.
  • Professional personal delivery and appearance.
  • Ability to see when something needs to be done and proactively address the area of concern.
  • Strong organisational and time management abilities, capable of managing multiple tasks and priorities effectively. A strong sense of pride around efficiency, quality and accuracy.
  • A confident knowledge of Microsoft Office.
  • Familiarity but not necessary with Software packages such as "PACEM & MYOB" as training will be provided.
  • A knowledge of basic bookkeeping would be an advantage. A high level of integrity, honesty and confidentiality

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 Friday 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