Serving God by serving His people

Job Summary

The Administrative Assistant (Catechetical Programmes & Columbarium) provides administrative and operational support for the parish’s faith formation and evangelisation programmes, including RCIA, RCIY, Alpha, Alpha Youth and Catechism, as well as the administration of the parish Columbarium.

The role works closely with catechetical coordinator, catechists, volunteers and parishioners to ensure the smooth operation of catechetical programmes, faith formation activities and columbarium services. The Administrative Assistant also serves as a welcoming point of contact for parishioners and visitors, providing timely, accurate and helpful assistance while supporting the day-to-day administrative needs of the parish.

Key Responsibilities

Catechetical & Faith Formation Administration

• Provide administrative support for RCIA, RCIY, Alpha, Alpha Youth and Catechism programmes.

• Manage registrations, attendance records and participant databases for faith formation programmes.

• Coordinate communication with participants, parents, sponsors, catechists, facilitators and volunteers.

• Prepare programme materials, attendance lists, certificates and other administrative documentation.

• Coordinate programme schedules, venue bookings and logistical arrangements for catechetical activities, retreats, formation sessions and related events.

• Maintain accurate records relating to catechetical and faith formation programmes.

• Support the administration of rites, sacramental preparation processes and programme milestones where required.

• Assist ministry coordinators and clergy with administrative matters relating to catechetical and evangelisation programmes.

Columbarium Administration

• Manage enquiries relating to the parish Columbarium.

• Process niche applications, reservations, renewals and related documentation.

• Maintain accurate columbarium records and databases.

• Coordinate appointments and administrative arrangements for families and parishioners.

• Assist parishioners in understanding columbarium procedures, documentation requirements and parish policies.

• Prepare columbarium-related correspondence, reports and records.

• Support the administration and coordination of columbarium-related services and activities.

General Administrative Duties

• Provide relevant information and filing support to stakeholders.

• Assist manager, catechetical coordinator and relevant stakeholders in handling administrative correspondence and responses.

• Assist in composing and typing routine correspondence.

• Organise and maintain filing systems and records.

• Receive visitors and answer parishioners’ queries, ensuring that they feel welcome and receive timely, accurate and helpful information.

• Order and maintain supplies and required operational materials and arrange for equipment maintenance where required.

• Maintain confidentiality of parishioner, participant and columbarium records and information.

• Any other duties assigned by the Parish Priest, Church Manager or Supervisor.

Qualifications and Experience

• Minimum GCE “O” Level Certificate or Diploma in Administration, Business Administration or a related field.

• At least 2–3 years of working experience, preferably in an administrative, secretarial or coordination role.

Skills and Competencies

• Experience in the use of MS Office applications, including MS Word, Excel, PowerPoint and email platforms.

• Possess strong organisational skills, attention to detail and the ability to maintain a systematic and efficient filing system.

• Ability to coordinate programmes, events and volunteer-based activities.

• Able to work on weekends when required.

• Good oral and written communication skills and able to interact effectively with people at all levels.

• Able to plan work independently, meet deadlines, exercise initiative and work proactively.

• Able to manage pressure, competing priorities and changing operational requirements.

• Ability to maintain confidential records and handle sensitive information with discretion.

• Familiarity with Catholic faith formation programmes and parish operations would be an advantage.

Attributes

• Tact, discretion and respect for confidentiality.

• Pleasant, professional and positive personality.

• Strong customer service skills and telephone etiquette in handling visitors, parishioners and other stakeholders.

• Friendly, courteous and respectful communication and interpersonal skills.

• Strong teamwork and collaborative attitude.

• Interest in acquiring understanding and knowledge of the Church’s programmes, services and ministries to better assist parishioners.

• Reliable, trustworthy and accountable.

• Flexible and adaptable, with the ability to handle difficult situations calmly and professionally.

• Demonstrates sensitivity and compassion when dealing with parishioners and families, particularly in relation to columbarium matters.

Working Hours

This is a full-time position.

The normal working hours are Monday to Saturday, 9.00am to 5.00pm, with one designated weekday as a non-working day. The specific non-working day will be determined by the parish based on operational requirements.

The employee may be required to work beyond normal working hours, including weekends, parish events and special liturgical celebrations, as reasonably required for the performance of duties. Time-off arrangements will be administered in accordance with parish policies and applicable employment regulations.

Reporting Line

Reports to the Church Manager or such other supervisor as may be designated by the parish.

Closing Date for application will be 15 June 2026