Policy - Church Secretary responsibilities/Weekly Tasks
Section: Human Resource Policies
Policy Owner: Ignition633 Ministries Nigeria Human Resources
Policy Name: Church Secretary responsibilities/Weekly Tasks Policy
Origination Date: December 2024
Purpose
To define the roles and responsibilities of the church secretary, ensuring efficient administrative support, effective communication, and organized record-keeping for the smooth operation of church activities.
Scope
This policy applies to the Church Secretary and other relevant personnel involved in administrative functions at Ignition633 Ministries Nigeria.
Policy Statement
Administrative Support
- Provide clerical support to church leadership, including pastors, ministers, and ministry teams.
- Schedule appointments, meetings, and events for leadership and ministry activities.
- Ensure the smooth operation of the church office through effective management and organization.
Communication Management
- Handle all incoming and outgoing correspondence, including emails, letters, and phone calls.
- Serve as the primary point of contact for church inquiries, ensuring timely and appropriate responses.
- Prepare and disseminate church bulletins, newsletters, and other official communications.
- Leverage social media platforms, websites, and messaging apps to share Christian messages and testimonies.
- Host virtual outreach events for those unable to attend physical gatherings.
Record Keeping
- Maintain and update membership records, meeting minutes, and official documents.
- Organize church archives, ensuring records are stored securely and accessible when needed.
- Document and track all administrative decisions and actions.
Event Coordination
- Aid in planning and executing church events, services, and programs.
- Coordinate logistical arrangements, including venue bookings, material preparation, and volunteer scheduling.
Financial Assistance
- Track office-related expenses and ensure compliance with the church’s budgetary guidelines.
- Monitor inventory levels and order supplies as needed, maintaining accountability for expenditures.
Technology Proficiency
- Utilize church management software, office applications, and other digital tools effectively.
- Ensure proper use and maintenance of office equipment.
Volunteer Coordination
- Assist in recruiting, training, and scheduling volunteers for administrative and event support.
- Provide clear instructions and guidance to ensure successful volunteer participation.
Training and Development
- Attend workshops, training sessions, and conferences to enhance administrative and interpersonal skills.
Conflict Resolution
- Address minor conflicts that arise in the office or ministry teams professionally.
- Escalate unresolved issues to church leadership for further action.
Representation
- Act as an ambassador of the church, fostering positive relationships with members, visitors, and the community.
--------------------------------------------------------------------------------------------------------------------------------------
This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr.nigeria@ignition633.org