Parish Administration - Diocese of Rochester

<!DOCTYPE html> <html lang="en" prefix="og: https://ogp.me/ns#"> <head> <title>Parish Administration - Diocese of Rochester</title> <meta name="viewport" content="width=device-width, initial-scale=1.0"> <meta name="csrf-token" content="Ve2hoTKM5gL6lvmumYcEZPbZYQ7ArUkwP2cQVr8C"> <link rel="stylesheet" href="/js/swiper/swiper-bundle.min.css" /> <meta property="og:title" content="Parish Administration - Diocese of Rochester" /> <meta property="og:type" content="article" /> <meta charset="utf-8" /> <meta name="description" content="We are the Church of England in the areas of Medway, north and west Kent, and the London Boroughs of Bromley and Bexley. A diverse and vibrant community of faith, we are Called Together to Grow disciples, Enrich our communities and Resource each other in our mission and ministry." /> <meta name="author" content="Diocese of Rochester" /> <meta name="robots" content="index, follow" /> <meta name="googlebot" content="index, follow" /> <meta property="og:url" content="https://www.rochester.anglican.org/for-parishes/parish-administration" /> <meta property="og:site_name" content="Diocese of Rochester" /> <meta property="og:description" content="We are the Church of England in the areas of Medway, north and west Kent, and the London Boroughs of Bromley and Bexley. A diverse and vibrant community of faith, we are Called Together to Grow disciples, Enrich our communities and Resource each other in our mission and ministry." /> <script src='https://js.hcaptcha.com/1/api.js' async defer></script> <script src="/js/swiper/swiper-bundle.min.js"></script> <meta property="og:title" content="Diocese of Rochester"> <meta property="og:type" content="homepage"> <meta property="og:url" content="https://www.rochester.anglican.org"> <meta property="og:site_name" content="Diocese of Rochester"> <meta property="og:description" content="Welcome to the Diocese of Rochester. We are the Church of England in the areas of Medway, north and west Kent, and the London Boroughs of Bromley and Bexley. 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</div> </div> </div> <div class="" style="grid-area:1 / 4 / span 6 / span 9;" tabIndex="2" tabindex="0"> <div class="widget__content__data"> <h1>Parish administration</h1> <div class="page-content"><p><img alt="A lay minister and member of clergy sit and discuss calendar dates." src="/content/pages/uploaded_images/1632681822-x0eH.jpg" style="width:100%" /></p> <blockquote> <p>Running a church or parish is a big undertaking. We give thanks for all those who work so hard to manage the day to day running of a parish.</p> </blockquote> <p>On this page, we point you in the direction of resources and support teams who can help you with everyday parish tasks and administration, including:</p> <p><a href="#Recruitment">Recruitment and employment</a><br /> <a href="#APCMs">APCMs and electoral rolls</a><br /> <a href="#PCCs">PCCs and PCC Secretaries' Handbook</a><br /> <a href="#Legal">Legal support</a><br /> <a href="#Parish">Parish Records</a><br /> <a href="#Finding">Finding someone - the Diocesan Contact Management System (CMS)</a><br /> <a href="#ACNY">A Church Near You </a></p> <p>We also have separate dedicated sections on:</p> <p><a href="https://www.rochester.anglican.org/for-parishes/parish-administration/statistics-for-mission/">Statistics for Mission</a><br /> <a href="https://www.rochester.anglican.org/for-parishes/parish-administration/data-protection/">Data protection and GDPR</a></p> <h6> </h6> <h6>Other useful links:<br />  </h6> <p><a href="https://www.parishresources.org.uk/" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">The Parish Resources</a><br /> <a href="https://churchsupporthub.org/" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">Church Support Hub</a><br /> <a href="http://lifeeventsdiary.org/" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">The Life Events Diary</a><br />  </p> <h3><a id="Recruitment" name="Recruitment"></a>Recruitment and employment</h3> <p>The Diocese's Human Resources team are here to provide expert advice and support to parishes regarding employment, and the management <a href="javascript:void(location.href='mailto:'+String.fromCharCode(103,111,118,101,114,110,97,110,99,101,64,114,111,99,104,101,115,116,101,114,46,97,110,103,108,105,99,97,110,46,111,114,103))">governance@rochester.anglican.org</a> of staff and volunteers.</p> <p>To assist you, they have created a number of guidance packs that have been designed to help guide parishes through the process of recruitment and employment.</p> <p>While great care has been taken in creating the documents, they are not intended to be a substitute for specific legal advice. The Rochester Diocesan Society and Board of Finance cannot be held responsible for any errors or omissions.</p> <div class="accordion"> <div class="accordion-row accordion-row"> <div class="accordion-row-title"><strong>Recruitment</strong></div> <div class="accordion-row-body"><a href="/content/pages/documents/template-job-description.doc">Template Job Description</a><br /> <a href="/content/pages/documents/cyp-template-job-description.doc">Children and Young People Worker Template Job Description</a><br /> <a href="/content/pages/documents/religious-discrimination-legislation.doc">Religious discrimination legislation</a><br /> <a href="/content/pages/documents/-sample-advert.doc">Sample Advert</a><br /> <a href="/content/pages/documents/cyw-sample-advert.docx">Children and Youth Worker Sample Advert</a><br /> <a href="/content/pages/documents/template-application-form.doc">Template Application Form</a><br /> <a href="/content/pages/documents/diocese-ethos-and-values-statement-template.doc">Diocese Ethos and values statement - template</a><br /> <a href="/content/pages/documents/invite-to-interview-template-letter.docx">Invite to interview template letter</a><br /> <a href="/content/pages/documents/not-shortlisted-template-letter.docx">Not shortlisted template letter</a><br /> <a href="/content/pages/documents/example-interview-competency-questions.docx">Example interview competency questions</a><br /> <a href="/content/pages/documents/regret-after-interview-template-letter.docx">Regret after interview template letter</a><br /> <a href="/content/pages/documents/reference-request-template-letter.docx">Reference request template letter</a><br /> <a href="/content/pages/documents/appendix-13-employing-young-people.pdf">Employing young people - Internships and work experience</a><br /> <a href="/content/pages/documents/references-form-may-2018.docx">References form</a><br /> <a href="/content/pages/documents/a-section-1-recruitment31552738911.docx">Recruitment (section 1)</a></div> </div> <div class="accordion-row"> <div class="accordion-row-title"><strong>Employment</strong></div> <div class="accordion-row-body"> <p><a href="/content/pages/documents/employing-people-guidance-pack.docx">Employing people guidance pack</a><br /> <a href="/content/pages/documents/template-statement-of-terms-conditions.doc">Template Statement of Terms and Conditions</a><br /> <a href="/content/pages/documents/template-offer-letter.docx">Template Offer Letter</a><br /> <a href="/content/pages/documents/personal-details-form.doc">Personal details form</a><br /> <a href="/content/pages/documents/template-contract-variation-letter.docx">Template Contract Variation Letter</a><br /> <a href="/content/pages/documents/template-contract-for-services.docx">Template Contract for Services</a><br /> <a href="/content/pages/documents/template-staff-handbook.docx">Template Staff Handbook</a><br /> <a href="/content/pages/documents/auto enrolment guide.docx">Guide to Auto enrolment</a></p> </div> </div> <div class="accordion-row"> <div class="accordion-row-title"><strong>Policies and procedures</strong></div> <div class="accordion-row-body"> <p><a href="/content/pages/documents/template-staff-handbook.docx">Template Staff Handbook</a><br /> <a href="/content/pages/documents/policies-and-procedures.docx">Policies and Procedures</a></p> </div> </div> <p><br /> <strong>Other useful links</strong></p> <ul> <li><a href="http://www.acas.org.uk/" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">ACAS</a></li> <li><a href="http://www.parishresources.org.uk/people/paye/" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">Parish Resources: PAYE</a></li> </ul> <p><br /> Please do not hesitate to <a href="https://www.rochester.anglican.org/contact-us#hr">contact the team directly</a> if you have more detailed questions, or if you feel more personalised guidance would be useful.</p> <ul> <li><strong>Natasha Clement</strong>, Head of People: <a href="javascript:void(location.href='mailto:'+String.fromCharCode(110,97,116,97,115,104,97,46,99,108,101,109,101,110,116,64,114,111,99,104,101,115,116,101,114,46,97,110,103,108,105,99,97,110,46,111,114,103))">natasha.clement@rochester.anglican.org</a></li> </ul> <p> </p> <h3><br /> <a id="APCMs" name="APCMs"></a>APCMs and electoral rolls</h3> <p>The necessary forms for Annual Parochial Church Meetings can be found on the <a href="http://www.parishresources.org.uk/pccs/apcms/聽" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">Parish Resources website</a></p> <p>Parishes should always use this site as their reference point for these forms, as it will be updated if requirements change at any point.</p> <p>Don't forget to notify the Diocesan Office of any changes to your Deanery Synod representatives and parochial officers. This information is vital for other elections and keeping our database up to date.</p> <p><strong>Other useful links:</strong></p> <ul> <li><a href="http://www.parishresources.org.uk/pccs/apcms/" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">Parish Resources: PCCs and APCMs</a></li> <li><a href="/content/pages/documents/pcc-membership-eligibility-criteria-updated-2021.pdf">PCC Membership Eligibility</a></li> </ul> <h5>Electoral Rolls</h5> <p>Guidance on Church of England electoral rolls and the associated privacy notice can be found here:</p> <ul> <li><a href="/content/pages/documents/guidance-on-electoral-roll-and-gdpr.docx">Guidance on the Electoral Roll and GDPR</a></li> <li><a href="/content/pages/documents/electoral-roll-privacy-notice.docx">Electoral Roll Privacy Notice</a></li> </ul> <p>If you need further assistance, please contact:</p> <ul> <li><strong>Suzanne Rogers</strong>, Pastoral and Synodical Administrator: <a href="javascript:void(location.href='mailto:'+String.fromCharCode(115,117,122,97,110,110,101,46,114,111,103,101,114,115,64,114,111,99,104,101,115,116,101,114,46,97,110,103,108,105,99,97,110,46,111,114,103))">suzanne.rogers@rochester.anglican.org</a></li> </ul> <p> </p> <h3><a id="PCCs" name="PCCs"></a>PCCs and PCC Secretaries' Handbook</h3> <p>Each parish has a Parochial Church Council (PCC) which acts as the decision-making body for many of the church’s activities.</p> <p>It includes, among others, the Incumbent, a Lay Chair and a PCC Secretary (some also include other parish officers such as Churchwardens and PCC Treasurers).</p> <p>Many of the roles and functions of the PCC can be found in the PCC Secretaries’ Handbook, below, which gives a clear interpretation of the Church Representation Rules in matters such as Parish Council meetings and Annual Parochial Church Council and Parishioners’ Meetings.</p> <p>Additional information, including many of the forms set out for financial and safeguarding governance, can be found on the<a href="https://parishresources.org.uk/"> Parish Resources website</a>.<br />  </p> <ul> <li><a href="/content/pages/documents/pcc-secretaries-handbook-rochester-2024-.pdf">PCC Secretaries Handbook</a></li> </ul> <p><br /> If you need further assistance, please contact: <a href="javascript:void(location.href='mailto:'+String.fromCharCode(103,111,118,101,114,110,97,110,99,101,64,114,111,99,104,101,115,116,101,114,46,97,110,103,108,105,99,97,110,46,111,114,103))">governance@rochester.anglican.org</a><br />  </p> <h3><a id="Legal" name="Legal"></a>Legal support</h3> <p>The legal team is available to support parishes to ensure their statutory legal requirements are met.</p> <p>Aound 500 ecclesiastical and charitable trusts and parish properties are vested in the Diocesan Board of Finance (DBF) as a Diocesan Authority Custodian Trustee. The majority are excepted from registration with the Charity Commission.<br /> <br /> For the great majority of these trusts, the Parochial Church Council (PCC), or the incumbent and churchwardens of the parish concerned, are the managing trustees and are responsible for the day-to-day management of the trust affairs and property; however the DBF’s consent is required for legal transactions. <br /> <br /> The Diocesan Board of Finance's approval will be required for the following:</p> <ul> <li>Acquisitions or disposals, sale or lease, of property held under the provisions of the Parochial Church Councils (Powers) Measure 1956.</li> <li>Sales or leases of property held under the Incumbents and Churchwardens (Trusts) Measure 1964 or specific trust deeds. </li> <li>Expenditure of proceeds of sale of the above. </li> <li>Applications to the Charity Commission for Schemes or Orders. </li> <li>Applications to the Charity Commission under sections 74 and 75 of the Charities Act 1993 (small charities provisions).</li> <li>Release of capital, where allowed by the trust deed. </li> <li>Vesting of new trusts.</li> </ul> <p>Parochial Church Councils, incumbents and churchwardens wishing to enter into any legal transaction involving trust or PCC property are advised to seek guidance from the Diocese's Legal Team, at an early stage in their planning, with regard to the provisions of the relevant trust deed, the PCC (Powers) Measure and the requirements of the Charities Act. <br /> <br /> They can also provide general advice and guidance to parochial officials on charities not vested with the Board upon which they have become ex-officio trustees by virtue of their ecclesiastical office. General advice is also given to those attempting to resolve problems with non-ecclesiastical charities.</p> <p>For further support, please contact:</p> <ul> <li><strong>Geoff Marsh</strong>: <a href="mailto:property.legal@rochester.anglican.org">property.legal@rochester.anglican.org</a></li> </ul> <p> </p> <h3><a id="Parish" name="Parish"></a>Parish records</h3> <p>Our parishes have a long and rich history and church records are a unique and valuable record of the history and development of a parish. They are therefore of great importance for the church, the Diocese and the local community.<br /> <br /> It is essential that the historic records are looked after properly and securely so that they can be preserved for future generations.  Incumbents and churchwardens are legally responsible for the records of a church and the Diocese has put in place a number of measures to help with the management of both historic and current records.</p> <div class="accordion"> <div class="accordion-title"> </div> <div class="accordion-row accordion-row"> <div class="accordion-row-title"><strong>Guide to the Parish Record management</strong></div> <div class="accordion-row-body">A guide to the Parish Record management - a document produced by Kent Archive and Local History Service giving advice on which records should be kept and for how long, as well as a comprehensive list of ‘retention schedules’ covering every record that might be produced</div> </div> <div class="accordion-row"> <div class="accordion-row-title"><strong>Archive Services</strong></div> <div class="accordion-row-body">Under the terms of the Parochial Registers and Records Measure 1978 the Diocese works in partnership with both Kent County Council and Medway Council to preserve the historic records dating back to 1538. </div> <div class="accordion-row-body"> </div> <div class="accordion-row-body">The <a href="http://www.kent.gov.uk/archives)" target="_blank">Centre for Kentish Studies in Maidstone </a>and <a href="https://www.medway.gov.uk/info/200391/medway_archives_centre/317/medway_archives_centre" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">Medway Archives and Local Studies Centre in Strood</a> have been designated as Diocesan Record Offices by the Bishop. </div> <div class="accordion-row-body"> </div> <div class="accordion-row-body">This means that most records which are over 100 years old have been transferred into the care of the relevant archive services where they can be properly catalogued, looked after in the right environmental conditions and made available to the general public.  For a list of which records are deposited at the centres see their websites and guides.</div> </div> <div class="accordion-row"> <div class="accordion-row-title"><strong>Records survey</strong></div> <div class="accordion-row-body">The archive services carry out five yearly surveys of all the parishes in the Diocese to check which records are held where and to give any advice that is needed on the care and retention of historic records. </div> </div> <div class="accordion-row"> <div class="accordion-row-title"><strong>Training sessions</strong></div> <div class="accordion-row-body">Training sessions can be arranged for churchwardens and other church staff at the appropriate record office to give advice on historic records. If your parish is within the Medway Council borough boundaries, you should contact <a href="https://www.medway.gov.uk/info/200391/medway_archives_centre/317/medway_archives_centre" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">The Medway Archives Centre (MALSC)</a> if not, please contact the <a href="http://www.kent.gov.uk/archives)" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">Centre for Kentish Studies</a></div> </div> </div> <p> </p> <p><strong>Other useful links:</strong></p> <ul> <li><a href="https://www.churchofengland.org/sites/default/files/2017-11/care_of_parish_records_keep_or_bin_-_2009_edition.pdf" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">Care of parish records - keep or bin? (Church of England)</a></li> </ul> <p> </p> <h3><a id="Finding" name="Finding"></a>FInding someone - The Diocesan Contact Management System (CMS)</h3> <p>The Diocesan Contact Management System (CMS) allows you to search for people who hold roles within the Diocese, its parishes and other settings.</p> <p>All clergy, lay ministers/workers and parish officers are able to request access to the <a href="https://cofeportal.org/login">Contact Management System </a></p> <p>The following documents will help you register and use the directory:</p> <p><a href="/content/pages/documents/registering-for-cms.pdf" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">Register for a CMS login</a><br /> <a href="/content/pages/documents/cms-user-guide.pdf" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">CMS user guide</a><br /> <br /> If you need any further assistance, please contact:</p> <ul> <li>Keith McLennan, IT Manager - <a href="javascript:void(location.href='mailto:'+String.fromCharCode(75,101,105,116,104,46,77,99,76,101,110,110,97,110,64,114,111,99,104,101,115,116,101,114,46,97,110,103,108,105,99,97,110,46,111,114,103))">Keith.McLennan@rochester.anglican.org</a></li> </ul> <p> </p> <h3><a id="ACNY" name="ACNY"></a>A Church Near You</h3> <p><a href="http://AChurchNearYou.com" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">AChurchNearYou.com</a>, is the Church of England's church-finder tool. It is hugely successful and receives more than 10 million page views a year – 80 per cent of these are from people visiting the site for the first time.</p> <p>All of the 16,500 churches in the CofE have a page on the website - that includes your church! </p> <ul> <li>Churches can log in and edit these pages, adding photos, services and events and information about the life of the church. Follow the steps on our <a href="https://achurchnearyou.zendesk.com/hc/en-us" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">Editor Help Centre</a> to claim your church’s page if you are not yet using the site.</li> <li>Churches can also use the site as their main website for free. By following <a href="https://www.achurchnearyou.com/custom-domain/" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">these simple steps</a>, you can point your domain towards your A Church Near You page, so you can still use your existing URL to encourage people to find out more about your church. </li> <li>As an Editor, you also get access to all Church of England campaign material, hymn and music resources, as well as customisable videos to promote your events and encourage generous giving.</li> </ul> <p>Other functions include the ability to add a gallery, news stories and news sheets and to see your analytics on your church's page, showing you how many people have visited your page this week, month and year when logged in.</p> <p>For more help visit:</p> <ul> <li><a href="https://achurchnearyou.zendesk.com/hc/en-us" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">Editor help centre</a>  - lots of help and advice to guide you through all the A Church Near You features.</li> <li><a href="https://www.churchofengland.org/more/media-centre/church-england-digital-labs/labs-learning/why-your-church-should-be-using-church" onclick="window.open(this.href, '', 'resizable=no,status=no,location=no,toolbar=no,menubar=no,fullscreen=no,scrollbars=no,dependent=no'); return false;">Read eight reasons why your church should be using A Church Near You</a></li> <li>You can also contact the Diocesan Communications Team on: <a href="javascript:void(location.href='mailto:'+String.fromCharCode(99,111,109,109,117,110,105,99,97,116,105,111,110,115,64,114,111,99,104,101,115,116,101,114,46,97,110,103,108,105,99,97,110,46,111,114,103))">communications@rochester.anglican.org</a></li> </ul> <p> </p> </div> </div> </div> </div> </div> </div> </main> <footer class="main"> <style> .eb80ed933-616d-45b2-af70-13be992d4034-footer-row-0 { display: flex; } .eb80ed933-616d-45b2-af70-13be992d4034-footer-container-0 { background-color: #203c86; 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