Position Description

Part-time Administrative Assistant

25 November 2025

The purpose of the position is to provide effective and timely administrative support for the Epping Uniting Church congregations and groups.

 There is a responsibility to the Church Council of Epping Uniting Church, and there must be close collaboration with the minister, Church Council and task groups as required.

 Key responsibilities:

 Communication

-       Collect mail from the Post Office Box, open and action.

-       Respond to emails received and redirect if necessary

-       Send emails or letters as directed by Church Council

-       Monitor and respond to telephone messages.

Publications

 -       Prepare and print weekly Orders of Service and Notices ready for the Sunday service

-       Maintain the Church Directory and update as required, printing as requested.

Maintain Bookings

-       Liaise with tenants who use the Church, Halls and Community Centre spaces, both members of the Congregation and others.

-       Keep records up to date in Teamup Site.

-       Ensure tenants have up to date PL Insurance and keep records of this, along with a completed Rental Agreement. Obtain insurance cover from Uniting Insurance for one-off rentals to private individuals

Financial Responsibilities

-       Prepare payments online in UFS for Invoices received and notify authorisers when they are ready for approval

-       Forward Invoices to tenants and monitor payment. Send receipts when requested

-       Record all payments made in Excel spreadsheet for records required at audit

-       File electronic and hard copy invoices and receipts etc in office computer or hard copy files, needed for audit

-       Assist by maintaining financial records in MYOB as required by Treasurer.

Property Responsibilities 

-       Liaise with property manager to assist in providing information on items which need attention; access for contractors etc

-       Maintain a key register and list of those with knowledge of the code for the lock box

-       Ensure items such as lavatory paper and hand towel are available in all facilities.

-       Monitor maintenance and emptying of sanitary and sharps disposal receptacles

-       Order office and other supplies as needed or requested by other staff. Organise storage of these.

Maintenance of Critical Records

-       Maintain records of Working With Children Checks for anyone involved with Church activities – The number and expiry date should be available when requested.

-       Maintain records of those who have completed the required Culture of Safety training.

-       Assist in organising, planning and recording all matters to do with the AGM and Council Meetings. Maintain efficient records of decisions made.

-       Maintain other records such as ACNC reports, Insurance cover, and website/security contracts

Essential skills / attitudes:

 -       willingness to work within the ethos of the Uniting Church

-       ability to work alone, unsupervised and with initiative

-       ability to communicate effectively and professionally in speech and writing

-       competent computer skills in Word, Publisher, Excel and / or MYOB

-       flexibility and ability to change direction when needed

-       openness to new ideas and ways of operating