Job Description
Keep and maintain records of Synod meetings as well as an up to date database of clergy and lay members, plus electoral rolls in the deanery; this will need to be updated at least annually following Annual Parochial Church Meetings and recording of new electoral roll numbers in each of the Deanery churches (usually April/May). Every 3 years there is a full re-election of lay members. Parishes should return details of elected members to the Deanery Administrator (but may need chasing) and records need updating immediately.
1. Attend and record the minutes of Deanery Synod (usually 3, min 2, max 4 a year, in the evening.)
a. type and send draft to Area Dean (AD) and Lay Chair (LC)
b. when approved by AD and LC sent to all members of Synod (7-10 days after meeting – mostly
by email but occasionally by post)
2. Attend and record minutes of Standing Committee (SC) meetings (usually 3-5 evenings a year)
a. type and send draft copy to AD and LC
b. when approved send to SC members
3. Produce draft agenda for Synod meeting (usually 3, min 2, max 4)
a. synod agenda is discussed by SC at their meeting
b. send draft copy to AD and LC for approval
c. when approved send to all Synod members (approx. 7-10 days prior to meeting)
d. send any other paperwork for meeting to Synod members
4. Produce draft agenda for Standing Committee meeting
send to AD and LC for approval
when approved send to SC members (approx. 7 days before meeting)
5. General admin as required by the Area Dean or Assistant Area Deans. This has tended to be communication across the deanery between Synods, or occasionally arranging meetings etc.
Dates for Synod and Standing Committee are determined by the AD and LC. Once dates are fixed arrange venues, equipment, refreshments and confirm who will be opening/locking up as appropriate – aim to stagger the areas where meetings take place (ie. Mitcham, Wimbledon, Morden). Very occasionally church schools will be used as a venue. Standing Committee meetings are usually, but not necessarily, held at the Area Dean’s church
Election of Deanery members to Diocesan Synod takes place every 3 years – AD and LC will set dates for when nominations are to be received and administrator will advise all members of names, then oversee the election process and advise Diocesan office and Kingston Area Office of the results. Election to General Synod takes place every 5 years. Dates and processes are advised by Diocesan Office.
Responsibility for communicating in a way which ensures ongoing GDPR compliance and answering general
Church of England governance queries.
General matters
1. the Deanery Administrator is an employed role and is paid at the rate of £15 per hour before statutory deductions for PAYE and national insurance. Payment is made monthly by bank transfer.
2. Working hours average up to three hours per week (156 hours per year) which can be worked flexibly over the year according to requirements.
3. The administrator is expected to work from home other than when attending meetings, and must be able to travel independently to meetings. On occasion it may be necessary to work outside the deanery (which is roughly coterminous with the London Borough of Merton)
4. The Area Dean is the line manager
5. It is essential that the Administrator is familiar with Word and email programs and has a computer
available.
6. The job description may be changed at any point with the agreement of both parties.
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