St. Barnabas Anglican Church
Parish Administrator Job Description - June 2026

PURPOSE OF POSITION  
The Parish Administrator anchors the busy parish office that supports our friendly, growing congregation.  This part-time position is responsible for the efficient administration of a welcoming parish office, assisting the Rector, Churchwardens, other clergy, staff and volunteers. The Parish Administrator is primarily responsible for parish office administration, administering rentals, coordinating space usage and security, preparing communications materials and coordinating office technology.
 
MAJOR RESPONSIBILITIES
Office Administration
  1. Maintain a welcoming, efficient and tidy parish office.
  2. Be welcoming, patient, discrete and pastorally sensitive to all who enter the parish office or seek ministry over the telephone or online, handling with grace and patience regular interruptions by visitors and members of the congregation during administrative tasks in a manner consistent with the parish’s mission, values and objectives. 
  3. Receive all general office phone calls, mail, voicemails and email messages, distributing and/or responding as necessary, referring pastoral, sensitive or confidential queries to clergy.
  4. Prepare, copy and fold worship bulletins under the oversight of the Rector.
  5. Maintain and update parish electronic and paper filing systems, with particular attention to confidential files. Transfer records to parish or Diocesan archives according to Diocesan records management policies.
  6. Maintain worship schedule of parish volunteers, regularly sharing by email and hardcopy.
  7. Maintain an up to-date parish membership data base, working with the Rector and wardens.
  8. Print and prepare letters, labels and envelopes for parish mailings.
  9. Maintain adequate inventory of office supplies, within budget guidelines, and maintain record of purchases on parish credit card. Assist parish groups in ordering and receiving materials.
  10. Assist clergy and wardens with word processing, photocopying, mailing and other administrative needs. 
  11. Ensure office and security equipment is in working order and arrange for repair/ maintenance as required, and train volunteers in the use of office equipment as required.
  12. Administrative support for Advisory Board and Vestry Meetings, including distribution of the agenda and preparation of meeting minutes, and leading preparation and production of the Annual Vestry Report.
  13. Administrative support for the Art Show and Christmas Market, including applications, waivers and payments, square testing and troubleshooting, and vendor listings on website.
  14. Co-ordinate implementation of the Diocesan Sexual Misconduct Policy, including the annual screening process and police checks for volunteers and staff and preparation of the Sexual Misconduct Policy Report for Vestry.
  15. Maintain WSIB quarterly reporting and the Technical Safety and Standards online accounts.
  16. Attend staff meetings as required.
 
Rentals, Space Usage and Security  
  1. Respond to rental inquiries, recommending appropriate opportunities to wardens.
  2. Maintain a schedule of space usage with the intent to maximize that usage, plus an online calendar of events for users and potential users of the building.
  3. Support the needs of renters and space users as primary contact person on rental contracts; communicating Diocesan and parish safety, security and building use policies and advising wardens of any issues.
  4. Using the appropriate Diocesan templates, draft rental license and lease agreements based on guidance from the wardens.
  5. Ensure all renters have appropriate insurance coverage in keeping with Diocesan policies.
  6. Prepare and submit timely paperwork required for Diocesan approval of rental licenses and leases in consultation with wardens, and maintain related files.
  7. Prepare monthly rental calculations, following up and tracking payments, and ensuring post-dated cheques are tracked and submitted for deposit monthly.
  8. Maintain the Security and Access System for the church including managing the PIN codes for the Akuvox door access system and the distribution and retrieval of church keys.  
 
Communications and Technology  
  1. Maintain the website with weekly and seasonal updates, including Art Show and Christmas market information.
  2. Update the parish Facebook page and/or social media as well as the diocesan online calendar with timely information about parish events.
  1. Maintain the external sign with timely updates monthly/as required.
  2. Post bulletin board materials and keep all boards neat and up to-date.
  3. Design and printing of quarterly print newsletter (The Banner) using Canva or similar design software.
  4. Design and prepare promotional and communications materials including posters, postcards, website/social media graphics, images for the digital sign, using Canva or similar design software.
  5. Assist Rector with parish email newsletter as required.
  6. Maintain a parish online photo library.
  7. Maintain the Donations Management System and co-ordinate year-end production of Charitable Income Tax Receipts.
  8. Coordinate and maintain office computer systems, including backups, software subscriptions and administrative management for parish systems including Google Workspace, domain management, MS Office, Canva, Calendar Wiz, donations management software, QuickBooks, Mailer Lite, Weebly website, Facebook, YouTube, etc.
 
QUALIFICATIONS
  1. Broad administrative experience, ideally in a faith-based or non-profit setting.
  2. Strong organizational, administrative, time management and financial skills.
  3. Excellent interpersonal skills, tact, discretion and confidentiality.
  4. Excellent computer technology skills and experience, including MS Office (Word, Excel, Outlook), Google Workspace/Gmail, Canva, website and social media applications and similar.
  5. Ability to work within a faith-based (Christian) environment that values respect, honesty, kindness, inclusion, compassion and love of our neighbours.
  6. Ability to learn and adhere to all relevant Diocesan and parish policies and practices, including Sexual Misconduct and Screening and space licensing policies, and to be respectful of the philosophy and traditions of the Anglican Church of Canada.
 
POSITION DETAILS
  • This position is in-person, part-time, 18 hours a week, at St. Barnabas Church, 361 Danforth Ave, by the Chester subway station.
  • This position reports to the Rector for day-to-day supervision.
  • Proposed hours of work are Tuesdays, Wednesdays and Thursdays 10 am to 4 pm, with additional hours during seasonal peak periods. 
  • Remuneration range: $28 to $32 an hour.
  • This position requires successful completion of a police records check and mandatory misconduct training under the Diocese of Toronto’s Sexual Misconduct and Screening Policies.