ADMINISTRATION LEADERSHIP · LEADERSHIP !7 HANDBOOK GENEROCITY CHURCH CAMPUS ADMINISTRATOR ROLE DESCRIPTION (CONT.) Marketing Support - • Liaise with GC Cross Campus Media Team

LEADERSHIP HANDBOOK!1

ADMINISTRATION HANDBOOK VERSION 1.1_AUGUST 2017

GENEROCITYCHURCH

ADMINISTRATION HANDBOOK


ADMINISTRATION


FROM PS. BEN & LIBBY

We would like to take this opportunity to thank you all for being a part of our journey as Generocity Church. Admministration is one of those areas that at times can be frustrating and yet is so incredibly necessary. We are so thankful for the people on our team that God has gifted in the leadership area of administration, who continue to underpin everything we do. Without such incredible leaders surrounding us, we would not be able to be the church that God has entrusted into our care.

It is our heart to do all we do with a spirit of excellence, being above reproach in matters of governance, safety, honesty and integrity. Along with this, we want to ensure that we are stewarding well all that God has entrusted to us. In order to do this, we depend on each of you. We do not expect that everyone would be gifted in administration, however God has surrounded us with incredible people who have strengths and Spiritual gifts in this area in order to help us to develop this and hold fast to a spirit of excellence in all we do. As such, we have created this handbook as a tool to help you lead within your local campus. We hope this will bring clarity around the administrative expecations at a local level as well as the knowledge and tools to complete these tasks.

Whilst a lot of the content in this handbook is practical, there is an incredible spiritual element to administration, revealing character and growing our faith. We must never leave God out of anything we do, even seemingly the most practical of things, God is so interested in our response and our total reliance on Him.

“So whether you eat or drink or whatever you do, do it all for the glory of God.”

1 Corinthians 10:31 (NIV)

ADMINISTRATION



OUR VISION

“We believe that our church will have a united heart committed to growing in Christ-like attitudes, possessing a real faith in God’s Word and a passion for the kingdom of God and His purposes.

We believe that our church will be contemporary and genuine, where people encounter a supernatural God and discover His love, peace and grace as we enjoy our life of putting God first

We believe that our church will resource our region and partnering with others to proclaim the message of Jesus Christ, reaching the lost to see lives changed as we impact the community we serve.

We believe that God’s favour and blessing is on His church”

ADMINISTRATION


GENEROCITY CHURCH CAMPUS ADMINISTRATOR ROLE DESCRIPTION PURPOSE A GC Campus Administrator is to assist the Campus Lead Pastors in the weekly running, co-ordination and administration of the local Generocity Church Campus. Clear communication lines and effective work productivity will be primarily facilitated by a weekly meeting between the Campus Administrator and the Lead Pastors. From this meeting, the Campus Administrator is to keep a rolling diary / planner of meeting agenda, tasks set, and decisions made. They are accountable both to the Lead Pastor and the Business Manager.

KEY QUALIFYING TRAITS - Passionate heart for the Local Church - Servant heart- Organisational and administritive skills - Great communication skills - Works well alongside Lead Pastor - Ethical, integral and reliable

ROLE INCLUDES General Campus Support - • Work Tuesdays on site at the Local GC Campus Office • Coordinate Local GC Campus office activities and operations to secure efficiency and

compliance to CG cross campus policies • Provide administrative support for Campus Department Team Leaders • Assists in planning and arranging events, including organising catering

Campus Office - • Conduct clerical duties, including filing, answering phone calls, responding to emails, general

correspondence (e-mail, letters, packages etc.) • Preparing documents as delegated by Lead Pastors • Photocopy and file appropriate documents as needed • Track stocks of office and Campus supplies (toilet paper, bottled water, cleaning products,

catering products etc) and place orders when necessary • Special orders - to organise any special orders, items or event based requirements needed for

the campus.

Campus Finances - • Perform minor accounting tasks • Support budgeting and bookkeeping procedures including purchase orders, invoicing and

budget tracking • Update GC Central records and databases with campus, financial, attendance and other

data in accordance with GC Office Hand book. For example; manage fringe benefit, credit card and church receipts data entry. (weekly collect all receipts from any weekly expenditures and log digitally, manually posting monthly to central office)

ADMINISTRATION


GENEROCITY CHURCH CAMPUS ADMINISTRATOR ROLE DESCRIPTION (CONT.)

Marketing Support - • Liaise with GC Cross Campus Media Team and third parties to develop marketing and

advertising materials and documents • assist with coordinating marketing events • update marketing communication platforms such as websites and social media

Lead Pastor Support - • Manage agendas/travel arrangements/appointments etc. for the Lead Pastors • Arranges meetings by scheduling appropriate meeting times, booking rooms, and planning

refreshments

IMPORTANT A Campus Administrator Must - • Work closely in a trusting relationship with the Lead Pastors • Keep all financial and personal information private in line with GC Privacy Policy • Not make are take of site any confidential files or information

A Campus Administrator Should - • Have a familiarity with office management procedures and basic accounting principles • Good attention to detail • Ability to stay calm under pressure • Able to complete complex administrative tasks with minimal supervision • Good at juggling tasks and prioritising • Methodical and thorough approach to work • Organised • A great team player • A desire to show initiative • Outstanding communication and interpersonal abilities


GENEROCITY CHURCH OFFICE CONTACTS

Postal Address: PO Box 8506 Kooringal NSW 2650

Phone Number: 1300 240 831

General Admin Email: [email protected] (all reporting, invoices and financial requests to this email address)

Church ABN: 37 447 253 549

Business Manager: Danielle Toole

Business Manager Email: [email protected]

Business Manager Phone: 0402 460 891

Executive Pastor: Caleb Dwyer

Exectutive Pastor Email: [email protected]

Executive Pastor Phone: 0417 526 616

mailto:[email protected]




ADMINISTRATION FORMS & ACCOUNTS

ADMINISTRATION


GENEROCITY CHURCH GUIDELINES FOR PROCESSING CHURCH GIVING

These guidelines are to ensure the smooth operation of banking and the protection of each person involved in the money handling process. This is for Sunday giving, cafe etc, not including THP.

DURING SERVICE: • It is the host/campus administrator responsibility to overesee the collecting and counting of the

Sunday giving. This is usually performed by the Ushers as approved by the local Lead Pastor. • After giving is collected, the giving is counted immediately (unless you have cafe money going

to the local campus). If this is the case, or there are unusual circumstances, it must be witnessed to be kept in a locked place until counting can take place directly after the service. It is not acceptable for the giving to be counted on a different day.

• Counting must involve 3 unrelated people and never the lead pastors. • Money should be counted separately by all 3 people. • Giving form (attached) is to be completed and signed by all 3 people. (Any giving toward THP

must be filled in on a seperate giving form as per page 8, and deposited into the THP account not the local campus account)

• NAB deposit slip is to be filled out and the money is to be placed in the sealable NAB Express Business Deposit Bag (regardless of whether your branch has this facility)

• The lead pastor/campus administor needs to designate a person to complete the banking, the bag is to be kept in a locked place until collected by this person, along with any additional banking that has taken place during the week.

POST SERVICE: • If your local NAB branch has an express deposit facility, the banking is to be dropped into the

deposit box directly after the service. • If your local NAB branch does NOT have an express deposit facility, the banking must be

deposited in person at the branch before 12nn Monday. If this is the case, please ensure the giving is not left in a car overnight, but kept in a secure place either at church or home.

• Host/Campus Administrator/Lead Pastor are required to scan the giving forms as a PDF file and send them to [email protected] before 12nn Monday.

ADMINISTRATION



GENEROCITY CHURCH GUIDELINES FOR PROCESSING OTHER MONEY

These guidelines include banking such as youth, women’s events, THP and anything else not on a Sunday. They are to ensure the smooth operation of banking and the protection of each person involved in the money handling process.

DURING SERVICE: • It is the team leader/campus administrator responsibility to overesee the counting of any

money collected, on approval by the lead pastor. • After money is collected, it is counted immediately, if however there are unusual

circumstances, it must be witnessed to be kept in a locked place until counting can take place directly after the service. It is not acceptable for the giving to be counted on a different day.

• Counting must involve 3 unrelated people and never the lead pastors. • Money should be counted separately by all 3 people. • Giving form (attached) is to be completed and signed by all 3 people. (THP has a seperate

account and must complete an seperate giving form with the appropriate deposit slip - all other event banking goes to the local campus account)

• NAB deposit slip is to be filled out and the money is to be placed in the sealable NAB Express Business Deposit Bag (regardless of whether your branch has this facility)

• Lock the banking in a secure place at the church to be banked with Sunday banking.

POST SERVICE: • Team Leader/Campus Administrator/Lead Pastor are required to scan the giving forms as a PDF

file and send them to [email protected] before 12nn the following Monday. We must have a giving form for every seperate deposit.

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GENEROCITY CHURCH GIVING FORMS

FORM EXAMPLE INSERTED HERE

ADMINISTRATION


GENEROCITY CHURCH GUIDELINES FOR PROCESSING GIVING CARDS

• The Giving Cards are to be recorded in the Giving Card section on the Giving Form. • The Giving Cards are to be posted to Head Office on the Monday after the service by the

Campus Administrator/Lead Pastor. • Information on the cards are given with strict confidentiality. • There are to be NO copies made of the giving cards electronically, scanned, photographed or

photocopied in any way. • If there is any fraud involved with the information given on the giving cards Generocity Church

is liable.

Lead Pastors information: Once the giving cards are processed internally at Head Office the giving card totals are included on the weekly report when the money physically comes into the campus account.

ADMINISTRATION


“It is well with the man who deals generously and lends; who conducts his affairs with justice ”

Psalm 112:5 (ESV)

ADMINISTRATION


GENEROCITY CHURCH GUIDELINES FOR PAYMENTS

INVOICES: • All invoices are processed through Head Office. • Invoices can be sent directly from the supplier to the [email protected] email

address or via the lead pastor/campus administrator if preferred. If invoices are to go through the lead pastor/campus administrator then it is crucial that invoices are forwarded on as soon as possible to make sure invoices are paid on time.

• It is important both as a church in a regional town and simply as a representative of Christ, that we pay all our invoices on time. It helps the local community to know we support them and that we are indeed generous as we are named.

• Invoices are paid by due dates. If there is an urgent payment, this needs to be communicated with the office in a timely manner.

• The office pays invoices on Fridays of each week unless otherwise arranged with the office.

REIMBURSMENTS: • All campuses are issued with a expense card usually in the name of the Lead Pastor or Campus

Administrator. However, there are times where expenses need to be reimbursed. • Please fill out the reimbursement form attached completely • It must be signed by the person requesting the reimbursement. • It must have the account information on the form. • These reimbursements need to be approved prior to purchase by the Lead Pastor and fit into

the budget guidelines given by Lead Pastor. • The Lead Pastor must sign the reimbursement as proof of the authorisation. • It is suggested that all reimbursements are given to the Campus Administrator for the Lead

Pastor to authorise. • The Reimbursement form and receipts are to be scanned as a PDF file and emailed to

[email protected] where the reimbursement will be paid as a priority

Generosity is always encouraged and celebrated. We know that generosity comes out of the very heart of God and it is an essential part of the culture and identity of Generocity Church to live out of that place.

There is a tension with the reality of budgets and the practical side of knowing what a church costs to run. A guideline could be that an ongoing cost should be paid as an expense by the church however, if anyone expresses a desire to support that expense that they would give to the campus account.

One off expenses such craft for GC Kids, morning tea items, or even larger items that may be given to be a blessing to the campus or ministries undertaken by that campus are accepted in the generous light given.

We wish to avoid obligation of giving and want people to operate out of the freedom of generosity not the expectation.

ADMINISTRATION


GENEROCITY CHURCH GUIDELINES FOR EXPENSE ACCOUNTS

Expense accounts are for the use of expenses relating to the individual campus. Expense accounts are opened in the name of an individual this may be the Lead Pastor or Campus Administrator.

• On the first business day of each month the expense accounts will be topped up to the total of $250 a month.

• This is purely for small purchases unless otherwise arranged with Head Office. • All receipts must be kept to be reconciled with the statement. • Expense Account statements will be available on Google Dive in the bank statement file within

the first few days of the month. • An email will be sent out to let everyone know that the statement has been filed and is ready

for processing. • Expense Account statement “Explanation” column is to be printed off and filled in and the

statement signed by the authorised person. (NB Break up of GST etc will be completed in the office).

• Signed Expense Account statements are to be scanned with all relevant receipts as a PDF file and are to be filed in the Supporting Document file on Google Drive by the 10th of each month.

• It is recommended that the responsibility of this is given to the Campus Administrator. • All expense accounts undergo internal auditing.

ADMINISTRATION


GENEROCITY CHURCH GUIDELINES FOR NON-REPORTABLE FRINGE BENEFIT ACCOUNTS

Non-reportable fringe benefit accounts are a privilege that the government extends to Religious Practitioners. These accounts are offered as part of your employment contract at the discretion of the Senior Pastors and Business Manager.

As a part of your employment contract you have received a booklet called Fringe Benefits and Churches issued from the ACC. You will find a list of expenses that are appropriate to use from your Fringe Benefit account. Please read it and adhere to its recommendations.

• As a condition of having a Fringe Benefit account all receipts paid from this account must be kept.

• Non-Reportable Fringe Benefit Account statements will be placed in the Google Drive usually within the first week of the following month.

• All receipts are to be scanned as a PDF file and placed in the supporting document file on Google Drive.

• It is recommended that the Campus Administrator is given the responsibility of maintaining this process.

• Receipts can be scanned weekly or monthly. • For the protection of everyone involved and to remain above reproach with this privilege, if

these guidelines are not adheared to, warnings may be issued followed by a suspension of your fringe benefits account.

ADMINISTRATION


“Be diligent to present yourself approved to God as a workman who does not need to be ashamed, accurately handling the word of truth.”

2 Tim 2:15 (NASB)

ADMINISTRATION


ADMINISTRATION EMPLOYMENT

ADMINISTRATION


GENEROCITY CHURCH GUIDELINES EMPLOYMENT

Employment for Lead Pastors & Cross Campus Leaders/Staff:

• The employment of any cross campus staff and Lead Pastors is under the oversight and authorisation of the Senior Pastors.

• All cross campus staff and Lead Pastors are to receive an employment contract and job description.

• All cross campus staff and Lead Pastors must fill out a New Employee Details form and a Tax File Number Declaration.

• All staff must have a Paid Worker Working With Children Check in place and must complete the appropriate Safe Places and WHS Training.

• All cross campus staff and Lead Pastors wage rates/salary is to be set by the Senior Pastor in line with current awards.

• All wages rates/salary is to be reviewed annually on the 30th June.

Employment within a campus:

• The employment of campus staff is under the authority of the Lead Pastor in consultation with the Senior Pastor.

• All campus staff are to receive an employment contract and job description. • All campus staff must fill out a New Employee Details form and a Tax File Number Declaration. • All staff must have a Paid Worker Working With Children Check in place and must complete the

appropriate Safe Places and WHS Training. • All campus staff wage rates/salary is to be set by the Lead Pastor in line with current awards

and in consultation with the Senior Pastor. • All wages rates/salary is to be reviewed annually on the 30th June.

ADMINISTRATION


GENEROCITY CHURCH GUIDELINES FOR LEAVE APPLICATION

This form enables Head Office to track the movements of the Lead Team for ministry purposes as well as being a Leave Application Form. This is to ensure visible leadership across all campuses for the well being of the congregations.

• Annual leave loading is for full-time and part-time staff only.

• The form is in the Administration file found on Google Drive.

• The form is to be filled in and signed. Scanned as a PDF and sent to the Business Manager on [email protected]

• Leave application forms need to be submitted a month in advance.

• The form will be sent to the Senior Pastors and Executive Pastor for final approval.

ADMINISTRATION


GENEROCITY CHURCH LEAVE APPLICATION FORM

FORM EXAMPLE INSERTED HERE

ADMINISTRATION


ADMINISTRATION VOLUNTEERS


GENEROCITY CHURCH RECRUITING AND ROSTERING

As one church spread across several locations, there needs to be some flexibility on how roles are fulfilled within each campus. This will depend on who you have within your congregation, what their giftings are and even the size of your campus.

We are ALL responsible for recruiting and training our volunteers. Apprenticing plays a very important part of developing people, and our heart is to develop them not to “get a job done”, but to disciple them and see them flourish in all God has purposed them for. We need to ensure that we care more for the person than the task…after all, we are here for PEOPLE. You can find comprehensive tools for recruiting and developing teams in the Leadership Handbook.

The way teams are setup may vary slightly within each campus, and some volunteers may have more than one role description to fulfil - this is often the case, but as we grow we have a way of dividing the roles to get more people involved and split the workload as it increases.

ROSTERING • Several weeks before each term Ps Ben sets the preaching roster for every campus on a Google

Spreadsheet loaded onto Drive. • A Lead Team Schedule is then added to the spreadsheet by Ps Libby before the roster due dates - Lead

Team will then be notified when this is available and will be uploaded to elvanto. • Any away dates or changes needing to be made should be emailed through to Ps Ben & Libby as well as

CC the local lead pastor that is involved - where possible away dates should be submitted to Business Manager and Senior Pastor in advance.

• From here, Lead Pastors/Campus Administrators need to share this spreadsheet with anyone in their campus who completes rostering, so that they are aware of who will be in their campus each week for support.

• In some newer campuses, Lead Pastors may need to perform the task of rostering. Some campuses may have a Campus Administrator for this role, some campuses have team leaders each rostering their area (if this is the case, please ensure they are communicating and are aware of overlaps, allowing people to have at least one or two services per term where they are not rostered on in ANY department - this can sometimes be tricky where so many overlap in different departments, which is why communication between your team leaders is so important.)

• Any team who are rostered on to be in your campus on the Lead Team Schedule are available to be used that week in your campus - whether it be preaching (if rostered), music, MC, hospitality or GC Kids. It would be great to utilise them in their area of gifting either on team, or helping with a special training session while they are there.

• Local rosters need to be complete on elvanto in DRAFT by the due date (these can be found in the MAIN DUE DATES document in the CALENDAR folder in Drive).

• These rosters are then looked over by the Cross Campus Sunday Experience Leader (Fiona Hamilton) and she will email if there is anything you may have missed.

• Once approved, they will be published on elvanto which will automatically send email requests to all the volunteers.

• Volunteers then need to log on to their elvanto account to confirm or decline - it is encouraged that they all enter their unavailable dates before rostering begins to eliminate changes where possible.

• After the rosters are published, the person responsible for each roster needs to keep an eye on any possible declines in order to find necessary replacements.

• From this point, hosts are to follow up rosters on the Tuesday prior (as per the Sunday Experience Handbook).


GENEROCITY CHURCH VOLUNTEER REQUIREMENTS

• It is preferrable that each volunteer obtain their Working With Children Check • It is imperative that each GC Kids and GC Youth volunteer obtain their Working With Children

Check. • It is preferrable that each volunteer complete the Safe Places Training every 3 years. • It is imperative that each GC Kids and GC Youth volunteer complete the Safe Places Training

every 3 years. • Volunteers may be interviewed and need to be approved by their team leader in consultation

with their Lead Pastor. • Team Leaders may be interviewed and are approved by the local Lead Pastor in consultation

with the Cross Campus Department Leaders where applicable. • All volunteers and employees are reviewed regularly. • All volunteers and employees are expected to adhere to the Code of Conduct applicable to

their department. • There are different aspects of serving within our church. Someone with a higher level of influence

or platform ministry needs to be walking with God, committed to growing their faith and the faith of others and approved by their oversight. If someone has a bad habbit, a bad attitude or a bad relationship, they may well be asked to step down for a season, not as a disciplinary matter, but to provide space to first and foremost be a child of God and spend some time hearing His direction and care.

(THIS DOCUMENT IS CURRENTLY UNDER CONSTRUCTION! CHANGES ARE LIKELY!)

ADD VOLUNTEER CHECKLIST AS FOUND IN THE LEADERSHIP HANDBOOK

Documents

ADMINISTRATION LEADERSHIP · LEADERSHIP !7 HANDBOOK GENEROCITY CHURCH CAMPUS ADMINISTRATOR ROLE DESCRIPTION (CONT.) Marketing Support - • Liaise with GC Cross Campus Media Team