Second Orchard (Event Management) – Episcopal News Service

The Orchards department is currently looking for a second Orchard to work with the new Orchard Manager and to take on specific responsibility for event management. This job is full time. Weekend, evening and holiday hours are to be expected.

This role will suit someone who loves liturgy and music, has experience in event management and enjoys working in a team. The ideal candidate will be able to work under pressure and meet deadlines.

Position: Second Verger (event management)

Area: Orchard Office

Reports to: Head Orchard

Summary:

The Second Orchard will have a primary role within the Orchard team to fulfill the day-to-day logistical, liturgical, worship, and event planning duties of the Orchard office. Reporting directly to Chief Verger, the ideal candidate will have experience in a liturgical church environment and preferably knowledge of the Episcopal Church. The Second Orchard will be called upon to work not only with the departments of the parish, but also with the choir school.

The role requires a high level of organizational skills and proficiency with multiple desktop publishing systems. The role is unique in that there is a high level of administrative work and, at the same time, the Second Orchard is expected to also have a public ceremonial role in the liturgy.

The Second Orchard will assist the Chief Orchard in his administrative and liturgical functions, deputizing for the Chief Orchard in his absence. He or she will have specific responsibility for event management and will be required to work closely with the Music Department, Concerts in Saint Thomas, Advancement Office, Communications Department, and Choir School to s ensure events are planned and executed effectively. The Second Verger will have to ensure excellent communication between the various stakeholders for various events which can be as diverse as an external reservation of a space in the parish house to a large concert with significant logistical requirements. The Second Orchard will work closely with the Communications Department and Facilities Manager in the development and implementation of the church’s communications strategy and the management of its various spaces.

At the beginning of its mandate, the Second Verger will research and make proposals for the installation of a new diary management software systemand liaise with Point-of-contact (the parish database software) and the Office of Advancement and the Department of Communications in developing an app for mobile devices.

The Second Orchard will also be responsible for liaising with communications and tour guides in the interpretation of the building and its history, using various electronic means as well as traditional methods for visitors to access information. and history: tourist guide leaflets/interactive touch screens/QR codes. , etc.

All positions within the Church require a background check.

Responsibilities:

Section 1: liturgical

  • Preparation and implementation of the service. To help the Chief Orchard with any or all of these delegated tasks:
    • Creation, proofreading and printing of weekly service leaflets.
    • Compilation of altar missals suitable for services.
    • Produce materials for services: bookmarks, citations, instructions, set-up checklists, collections and prefaces.
    • Furnish seats, stalls, and lecterns in chancel and sanctuary with appropriate books, notes, and printouts for services.
    • Set up altars for mass if altar guild volunteers are not available.
    • See to the good order of the altars and chapels of the Church.
    • Oversee the church lighting control interface when required.
    • Liaise with sound and video engineers during live broadcast services.
  • Ceremonial
    • Participate in processions, leading clergy where appropriate.
    • Participate in the processions as Orchard, Crucifer or Thurifer if needed.
    • Assist in the administration of Holy Communion.
    • Act as an acolyte for weekday and Sunday services when needed.
    • Assist the Chief Orchard and Rector with clergy rehearsals, especially for Holy Week.
    • Conduct the Sunday morning acolyte rehearsal when delegated by the Chief Orchard.
    • Assist the priest in charge of conducting wedding rehearsals as needed.

Section 2: Sacristy

  • Support the work of the Altar Guild.
  • Work with orchards in alterations to altar hangings.
  • Ensure that sacristy supplies (candles, hosts, wine, incense, etc.) are sufficient.
  • Ensure laundry is clean and washed and liaise with laundress if required.
  • Liaise with music department and choir school to ensure cassocks and surplices are in good condition.
  • Assist in the training of Orchards and Honorary Assistants as directed.

Section 3: Administration

  • Attend weekly calendar meeting.
  • Attend regular meetings of the communications department and concerts.
  • Liaise with the Music Department and Concert Department in the necessary preparation of services and concerts.
  • Implementation and maintenance of calendar management systems.
  • Be the contact person for all event reservation requests.
  • Liaise with the Pastoral Associate to ensure pastoral liturgy (baptisms, weddings and funerals) is prioritized in the church calendar and resourced accordingly.
  • Produce rosters for sidekick duties.
  • Liaise with the Readers Guild as needed.
  • Be the contact person for the usher corps, particularly in liaison with the head usher and the head usher for concerts.
  • Liaise with tour guides.
  • Lead event planning meetings as required and gather all necessary event requirements.
  • Liaise with flick(a catering company) and outside caterers for regular events and meetings.
  • Ensure room layout requirements are communicated to orchards or custodial staff in a timely manner.
  • Liaise with concerts and communications in the provision of staging, risers, lighting, etc.
  • Create and administer contracts for tenants, as required.

Section 4: Miscellaneous communications

  • Assist the Chief Orchard, Assistant Rector and Priest in charge of producing the monthly liturgical calendar and rotation of clergy.
  • Attend weekly clergy meeting to discuss when required by Orchard Leader.
  • Liaise with the Communications Department to ensure that weekly exterior signage is correct and complete and that sufficient printed materials (prayer cards, sermons, etc.) are available at the church or narthex.
  • Ensure that visitor information is correct and available and that interpretation devices (screens/QR codes, etc.) are working.
  • Assist in the posting of appropriate material, as required, on the Diocesan website.
  • Assist the head of the orchard in updating the parish registers.
  • Produce baptismal and confirmation cards as needed.
  • Provide information for parish records required by the diocese and directory, if applicable.
  • Liaise with the choir school for the end of year awards ceremony.

Other responsibilities:

  • Coordinate with security and orchards for disabled entry requirements.
  • Liaise with church security team and head of security.
  • Understand how the fire detection system works.
  • Liaise with the choir school for the end of year awards ceremony.

Terms:

  • Experience in executing the logistics, preparation and ceremony of religious services in a liturgical, traditional or “high church” environment (Episcopal, Anglican, Catholic, etc.).
  • Previous experience in more than one of the following areas:
    • Cutting-edge experience, either professionally or as a volunteer.
    • Experience as an acolyte, sexton, church musician, Eucharistic minister or comparable.
    • Organization of events/catering.
  • Mastery of technology and computer skills with a strong documentary orientation:
    • Microsoft Office skills (Outlook, Word and Excel are essential).
    • Must be able to demonstrate basic understanding and use of website content management system.
  • Strong organizational skills with attention to detail.
  • Strong writing and communication skills.
  • Basic understanding of church principles and liturgy.
  • Should work weekends, including most Sundays, some evenings and many holidays (eg Thanksgiving Day, Christmas Day, Easter Day). If you work on a public holiday, another “floating day” will be arranged.

Qualifications:

  • College degree preferred.
  • A member of a Christian church in good standing, essential.
  • A communicative member of the Episcopal Church preferred, but not essential.
  • Experience with organizational calendars and scheduling preferred.
  • Proficiency in desktop publishing tools (Adobe InDesign, Illustrator, Microsoft Publisher, etc.) helpful.
  • Archival or museum experience helpful.

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