Position:                                  Departmental Personal Assistant


Full-time/Part-time:                Part-time


Contract/Remuneration:         Wages (guided by the Clerks –

Private Sector Award 2010)


Employer:                               SDA Church (Vic. Conference) Ltd.


Appointed by:                        ADCOM


Reporting to:                          Conference Secretary


Location:                                141 Central Rd. Nunawading, Vic 3131


Date:                                       January, 2017



N.B The focus of this office, as a Christian organization, is the spreading of the gospel of Jesus Christ and service to the community.



Position Summary


The Departmental Personal Assistant reports to:


  • The Personal Ministries/Sabbath School Director & Health Ministries Director


The role of the Departmental Assistant is to provide administrative and secretarial support to:


  • Personal Ministries/Sabbath School Director and Health Ministries Director
  • Human Resources Manager





Mandatory Requirements


1/ Must be a practicing, baptised member of the Seventh-day Adventist Church with a strong commitment to its mission. This would incorporate an active relationship with Jesus Christ characterized by a deep desire for worship and service to God.


2/ An in depth knowledge of the Church and its operations throughout the Conference or ability to quickly acquire this knowledge.


3/ Appropriate Secretarial/Office Administration qualifications or proven (body of) experience.


Key Selection Criteria/Skills Required


1/ Proven ability to prioritize, multi-task and manage competing workloads


2/ Excellent verbal and written communication skills


3/ Highly developed organizational skills with a proven ability to meet deadlines


4/ Highly developed interpersonal/client contact skills


5/ Proficient in office machine operation skills


6/ Good working knowledge of office systems and processes; particularly computer-based programs such as: Lotus Notes; Outlook; Microsoft Office – Word, Excel, Power Point, Desktop publishing; and internet facilities


7/ Ability to work - with initiative - under direction, autonomously or as part of a team, as required


8/ Demonstrated ability to show discretion and maintain confidentiality


9/ A commitment to and understanding of office policies and procedures eg. Equal Opportunity – Anti-Discrimination, Anti-Harassment and Anti-Bullying Policy, Information & Communications Technology Acceptable Usage Policy, OH&S, conditions of service/employment etc.



General Duties of the Position


1/ Facilitate and assist in the smooth running of each department, as follows:


  • Keep departmental leaders informed on all matters that relate to the functions of their departments
  • Process incoming and outgoing mail, email, faxes and any other correspondence
  • Locate and attach to file appropriate correspondence to be answered/actioned
    • Transcribe letters and other material from voice recordings or

     email into professional word processing documents

  • Compose and type routine correspondence
  • Organise and maintain filing and other records systems
  • Answer and screen telephone calls
  • Assist with co-ordination of travel schedules and reservations
  • Conduct research and prepare statistical reports
  • Co-ordinate and arrange meetings; including: assisting with preparation of agendas; booking and preparing facilities; and catering
  • Record and transcribe minutes of meetings
  • Make copies of correspondence and other printed materials
  • Order and maintain supplies and arrange for departmental deliveries
  • Exercise confidentiality and discretion in dealing with people and matters that are of a sensitive nature
  • Relieve front desk receptionist on a roster basis
  • Undertake Big Camp duties as required
  • Other duties as directed


2/ Assist Personal Ministries & Sabbath School Director/Department (7 hours/week), specifically, as follows:


  • Dispatch letter-boxing cards as requested by churches and order to re-stock from Signs for re-print or Adventist Media Network as required
  • When completed letter-boxing cards received, record and disseminate according to area of  Church Pastor for visitation
  • Assist ministers with resources for pastoral visitation and Bible study lessons
  • Dispatch Job Descriptions for local church officers upon request
  • Dispatch quarterly Adventist Mission DVD to churches
  • Organise funding for Homes of Hope hosts
  • Follow-up on Homes of Hope 6 monthly reports
  • Create and maintain a contact data base of all Sabbath School and Personal Ministries leaders in each church within the Victorian Conference
  • Assist in creating separate e-newsletters for Sabbath School and Personal Ministries.  This will include contacting pastors and others for stories and information that can be included in these news letters
  • Assist in updating Sabbath School and Personal Ministries pages on the Vic Conference website, and adding new material.
  • Weekly distributing various Sabbath School helps to Pastors and Sabbath School leaders.
  • Promotion and advertising of Sabbath School and Personal Ministries training events.  This may include the booking of facilities.
  • Assisting in creating and printing of resources and other materials for training seminars.  This will also include the creation of PowerPoint presentations.
  • Undertake general photocopying, printing, collating and binding requests
  • Update shared calendar
  • Assist in the preparation/typing of Bible Study materials, Resumes, Facts Sheets, Newsletters, CDs, Welcome Packs, Church Plant Materials and Seminar Materials
  • Assist in the management of Resources, Stock and Equipment
  • Maintain Evangelism Databases, Records Keeping & Web Site Data
  • Maintain general filing
  • Other evangelism related duties as directed


3/ Assist Health Ministries Director/Department         (5 hours/week), specifically as follows:


  • Prepare Training Manuals for students of the Community Health Education course
  • Establish and maintain the website
  • Establish on-line training resources
  • Help prepare materials and logistics for: “Life More Abundantly” weekends; including Visitor’s Day and FOOD cents.
  • Assist during training weekends – as mutually agreed – and where local church volunteers are not adequately available.


4/ Assist Human Resources Manager (4 hours/week), specifically as follows:


  • Update and print Employment cards; including Ministerial Credentials and Licences
  • Maintain the Working With Children Check register
  • Prepare documents and any folders required for Employment Induction
  • Follow-up on post Induction and/or employment paperwork
  • Maintain and distribute the Employee Contact List
  • Assist with leave request information; including the maintenance of the leave calendar
  • Other duties as directed


Performance Appraisals


Performance Appraisals - based on a Performance Agreement, incorporating a Learning and Development Plan - will be conducted on a regular basis and will also include a Job Description review.



Signed by: __________________________ Date: ________________


(………………., Departmental Personal Assistant)



Signed by: __________________________ Date: ________________


(Andrew Jasper, Personal Ministries/Sabbath School Director and Health Ministries Director)





Signed by: __________________________ Date: ________________


(Karina Gurban, Human Resources Manager)


My Whole Life

I was born to reflect the image of a God who is powerful enough to create my universe, attentive enough to hear my prayers and loving enough to be defined by self-sacrifice. I find my greatest fulfillment on a journey toward purpose and wholeness.

Our Beliefs

Seventh-day Adventist beliefs are meant to permeate your whole life. Growing out of scriptures that paint a compelling portrait of God, you are invited to explore, experience and know the One who desires to make us whole.

Find out more

Sabbath Time


Place: Nunawading, VIC

Start: 07:15 PM, 03/31/2017

End: 07:13 PM, 04/01/2017