To support and enable the work of the property team, which is responsible for ensuring that clergy and curates live in and enjoy properties that are as well maintained as possible, for managing 300 acres of land in Suffolk and for supporting the committees and processes which shape the structure of the diocese’s benefices.
There are three defined parts to the role which are to:
- Co-ordinate, support and help take forward the work of the three archdeaconry Mission and Pastoral Committees, including the processes for closed churches. This role is known as the Pastoral Secretary.
- Support the work of the property team
- Co-ordinate and administer the work of the Board of Patronage (although currently self- supporting)
1 As Pastoral Secretary:
Under the supervision of the Property Manager:
- To attend and service all meetings of the sub-committees including arranging venues, preparing agendas and recording minutes, enabling or preparing papers, ensuring the Chairs are briefed and that the decisions of the Committee are implemented. The three committees meet four times a year;
- With the Archdeacons, to advise and encourage deaneries in the regular production and implementation of Deanery Mission Action Plans, liaising with the Director of Mission and Ministry;
- With the Archdeacons, to monitor local situations in collaboration with Deanery Pastoral Committees, to initiate any resulting pastoral schemes and to carry out the sequences of statutory and non-statutory consultation (per point below). This may involve daytime or evening meetings across the diocese;
- To take forward the work of the sub-committees by:
- drafting schemes, orders and bishop’s pastoral orders with respect to pastoral re-organisation for validation by the Church Commissioners, undertaking the process of consultation as required.
- carrying out consultations with interested parties on draft proposals as required by the Mission and Pastoral measure 2011 and subsequent measures. To answer queries, track progress and record responses to draft schemes and orders. To circulate completed schemes or orders to interested parties
- To attend meetings with interested parties as required.
- To maintain a register of suspended benefices with a view, by the implementation of pastoral schemes, to ensuring the shortest possible suspension periods;
- To provide for parishes and deaneries, through the workings of the Geographical Information System, particulars of their geographical make-up, liaising with the Mission and Ministry Team.
2 Administrator to the property team
- Meetings support and minute taking for:
- A maximum of three Diocesan Synod meetings a year (note: generally on Saturdays 8am-1pm. Time off in lieu applies)
- The Parsonages Committee, four meetings a year (currently Tuesdays 2-4pm)
- Point of contact for:
- Clergy regarding any housing matters and arranging contractors where necessary or offering general advice on property matters
- property repairs, taking messages for the property team and where appropriate liaising with contractors
- procurement and finance:
- Raise orders on the finance system (xledger) and the property database
- Process invoices and handle contractor queries regarding payment
- Assist with day to day filing
- Support other diocesan office teams with administrative tasks if necessary ie during holidays
3 As secretary to the Diocesan Board of Patronage (currently self supporting)
- To attend and service all meetings of the Board including preparing agendas and recording minutes, enabling or preparing papers, ensuring the Chairman is briefed and that the decisions of the Committee are implemented. The Committee meets three times each year and also on demand;
- To keep a register of the Board’s livings and to ensure that the statutory processes of appointing Incumbents to its livings are carried out;
- To assist the Board in maintaining a link with the benefices to which it is patron and its incumbents.
- Ensure that every six years the members are elected. (Next check due 2024).
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