Job Title

Church buildings Officer and Secretary

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Job Description

 

Job Purpose

To support the work of the Advisory Committee in advising and assisting parishes in their care for Church buildings and churchyards; recognising that these are places of worship that balance mission, worship, and wider community use, with care and conservation.

DUTIES AND RESPONSIBILITIES

Key Role A:    Operate stages of Faculty Application Procedure using the Online Faculty System (OFS)

  • Develop, implement, review and enhance team processes to create an effective and efficient workflow for applications from gather information, provide advice, prepare casework and follow the stages and requirements of the OFS system
  • Manage site visits protocols and procedures, working with the Area Office and oversee the organisation of site visits required. Compile or ensure that copies of site visit reports are available for meetings. Ensure Forms and Certificates are issued
  • Implement legislative changes, i.e. Care of Churches Measure, the Faculty Jurisdiction Rules (FJRs), the faculty, List B and church quinquennial processes

Key Role B:    Operate procedures relating to Church Buildings Informal Advice and List B Schemes

  • Advise parishes on process and make easy to follow literature, other mediums and training available to help parishes navigate the Church Buildings processes
  • Facilitate advice from individual members and consultants and provide advice as directed by the Chairman
  • Record and monitor advice given, and report to committee as appropriate
  • Ensure efficient administration of the archdeacons’ List B Written Approval process which is undertaken by the Church Buildings Assistant Officer(s)

Key Role C:    Facilitate the running of the Advisory Committee and other key meetings

  • Act as the secretary to the Advisory Committee
  • Arrange and service virtual and or on-premise meetings and delegated powers sub-committee meetings
  • Manage a Church Buildings Team annual planner and associated meetings, events and key dates associated with the work of the team and ensure this information is accessible and publishes as appropriate
  • Prepare agendas, reports and minutes for the advisory committee and its sub-committees and ensure follow-up of Action items. Produce minutes on a timely basis
  • Organise, prepare and provide information and guidelines in a variety of formats including information from records and registers
  • Maintain a Register of Interests
  • Prepare for and attend conferences and events including
  • Administer the Church Buildings Annual Award Scheme
  • Assist in work to serve the renewal and growth of the local church by acting as an advisory body for Church Buildings and Church Yards, working with other teams and or committees, i.e. Mission and Ministry Council and Property team

Key Role D:  Provide support to the Archdeacons with Scheme for the Inspection of Churches – Quinquennials

  • Maintain the list of Approved Architects and Surveyors
  • Organise periodic review of Inspection of Churches Scheme
  • Notify churches when inspections are due and maintaining records for quinquennial inspections of church buildings

Key Role E:  Manage the work and profile of the Church Buildings team

  • Line-manage the Church Buildings team, the prioritisation, allocation and monitoring of individual and team tasks and co-ordinate workflows to ensure that team and organisational objectives are met within agreed timelines.
  • Actively lead and apply process analysis and reengineering to streamline, innovate and improve working practices to meet the needs of those we seek to serve
  • Implement, monitor and report key performance measures for the delivery of professional, effective support and services, that demonstrates key stakeholder needs are being met.  Address any issues in a timely and proactive manner
  • Provide budgetary input as required and manage team expenditure
  • Present, represent and write reports and guidance notes on topics related to the team’s work. Oversee maintenance of a library of reference material.
  • Oversee the maintenance and update the diocesan website with relevant and up-to-date Church buildings & churchyards information

Person Specification

KNOWLEDGE (including experience and qualifications) ESSENTIAL/

DESIRABLE

Educated to degree level (or equivalent experience) relevant to the role, i.e. architecture, building surveyor, planning surveying, heritage or a conservation related subject E
Demonstrable experience at an appropriate level of work in a comparable workplace, e.g. local authority planning department or practice associated with the care or development of historic buildings E
Knowledge of the Faculty Jurisdiction and Care of Churches Measure D
A demonstrable level of experience with complex administrative processes E
Good level of knowledge of historic buildings and the environment D
Experience of dealing with building planning casework, architects or similar D
skills
Competent using MS Word and Outlook E
Competent using MS Excel and PowerPoint plus experience of working with a bespoke database E
Experience in assisting and supporting with formal meetings E
Demonstrable skills in managing and developing staff E
attributes
Excellent Communication Skills – capable of relating well to a wide range of people with varying expectations with tact and diplomacy E
Able to prioritise, delegate and supervise work E
Ability to remain calm under pressure, to organise self, effectively prioritise and manage tasks independently E
Ability to work with minimal supervision to achieve agreed objectives, including the ability to take decisions as necessary E
Functions as an active and effective participant within a team E
Ability to engage with and gain a thorough understanding of casework and processes E
Empathy with the aims and ethos of the Church of England D

 

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