Secretary to the Vicars General – Diocese of Parramatta
About the Role
The Secretary is responsible for assisting with the administrative workload of the two Vicars General so that their time can be used in the most efficient way possible. The Secretary will be required to develop a clear understanding of the activities of the Vicars General, and coordinate their correspondence and communications with parishes, agencies and external bodies with whom they interface. The Secretary will manage the Vicar Generals’ diaries and appointments, typing documents for them and ensuring they are well prepared for all their meetings especially Diocesan Councils, Advisory Boards and Committees.
Responsibilities include:
- Supporting weekly meetings, write agendas, take and type minutes and associated documents
- Managing daily correspondence, mail and email including scanning and electronic filing
- Managing telephone enquiries
- Diary management for the Vicars General which is effectively and continually updated
- Briefing the Vicars General on appointments, providing the time and place, relevant papers and background
- Managing data files
- Coordinating practical details for pastoral visits including liaison with parishes
- Liaising with external and internal groups regarding engagements
- Arranging meetings, booking rooms and venues, greeting and providing refreshments for guests
- Managing travel and insurance for the Vicars General as required
- Maintaining and updating records of priests in the deaneries for which the Vicar Generals are responsible
- Keeping records of visits to parishes
- Maintaining a database of contacts and engagements
- Liaising with the Bishop’s Private Secretary and other support staff
- Working closely with the Chancery leadership and foster and contribute to a Diocesan-wide environment of collaboration and cooperation
- Establishing and maintaining a culture of collaboration, flexibility, innovation, relevance, responsiveness and service excellence in relation to supporting the Parishes
- Building collaborative relationships, including developing, maintaining and strengthening partnerships with others inside and/or outside the Diocese and provide information and support
About You
You will possess the following:
- Ability to demonstrate an appropriate level of knowledge and skill in administration support
- Minimum two-three years experience in a similar role
- Skills in coordinating arrangements for all aspects of meetings and appointments and ensuring the Vicars are properly prepared
- Ability to provide administrative support, oversee the management of diaries and work schedules
- Ensure all matters are dealt with in a timely manner
- Ability to consult and provide and distribute information accurately and appropriately
- Effective written and verbal communication skills with a high attention to detail
- Proven capacity to work confidentially and productively with a high level of tact and diplomacy
- Demonstrated ability to model and demonstrate constructive professional relationships and information exchange to contribute to the advancement of the Diocese
- Ability to work across all areas of the Chancery Office and support all teams as required and experience working collaboratively with a diverse range of stakeholders
- A thorough understanding of the traditions, processes, procedures, conventions and calendar of the Catholic Church
- A demonstrated personal commitment to the ethos and values of the Catholic Church
About Us
The Diocese of Parramatta is home to more than 330,000 Catholics and is one of the fastest-growing dioceses in Australia. The Diocese is made up of 47 parishes, 80 Catholic schools, and more than 43,000 students and includes a number of agencies which assist the Bishop in the pastoral care of the community.
Join our team!
Applications must include:
- A cover letter explaining why you are interested in the role and briefly describe your skills, experience and capabilities to undertake this role (maximum 2 pages)
- A current resume
- Contact details of 2 suitable referees
Please send applications to parracatholicjobs@parracatholic.org. Applications close Monday 14 June 2021
Only Candidates with the right to work in Australia and who are prepared to undergo appropriate background checks should apply for this position.
