“I was a bit daunted by what potentially could be the workload of it and the responsibility of it, but I look back now and think, do you know what, it’s not difficult.”
Barney Wharton-Jones, PCC Secretary, St Peter's, Belmont
The work of the Parochial Church Council (PCC) Secretary’s is a ministry of service and an important role in the smooth running of the church and its affairs. It enables those with a gift for administration to make sure that the church is supported as it goes about its mission. Administration is one of the gifts of God’s Holy Spirit (1 Cor. 12.28) and can be used for the good of God’s people and God’s mission in the world.
Thanks to the work of the PCC Secretary the other members of the PCC can be well prepared for meetings, decisions are made clear so that the right actions are undertaken, and, during a vacancy, the processes for appointing a new minister run smoothly.
The role of the PCC Secretary
The main responsibilities of the PCC Secretary are to support the Chair of the PCC in the preparation and organisation of meetings and to handle all correspondence on behalf of the PCC. The team at St John's House will also need to contact you from time to time to request specific information.
Key tasks
- To work with the Chair of the PCC to prepare the agenda and supporting papers for meetings of the PCC
- To advise PCC members of the dates of the meetings, and to prepare, produce and issue the agenda and supporting papers
- To attend PCC meetings, record attendance and take accurate notes from which to prepare the minutes
- To handle correspondence on behalf of the Parish
- To organise the Annual Parochial Church Meeting (APCM) post the appropriate notices and request, collect, duplicate and issue written reports, agendas and minutes.
- To prepare, or have prepared, an Annual Report to the APCM on the work of the PCC and upload a copy together with a signed copy of the Annual Accounts.
- To ensure that there is an up-to-date copy of the Church Representation Rules 2022 available at the PCC meetings and understand particularly the rules relating to voting procedures and the eligibility of persons to vote.
- To inform the team at St John's House of the name of the parish officers elected at the Annual Parochial Church Meeting (APCM) - churchwardens, treasurer, safeguarding officer and secretary - and any changes to parish officers as required.
In addition, secretaries may be asked:
- To post the appropriate notice and certificate for the Electoral Roll (in the absence of an Electoral Roll Officer).
- To service meetings of other groups in the parish.
- To seek information from the Diocesan Advisory Committee (DAC) and/or to handle applications for Faculties.
Appointment and term of office
The PCC Secretary is appointed by the PCC at the first meeting after the Annual Parochial Church Meeting at the same time as other officers of the PCC such as the Treasurer.
A PCC should first look to one of its own membership to be its Secretary, but if no one is willing to take on this role then the PCC can appoint someone from outside of the PCC. The term of office is one year.
Parish meetings
Details of the adminstration of PCC meetings are available here and this page offers advice on preparing for the Annual Parochial Church Meeting.
Parish events
All Church events have to be approved by the PCC for insurance cover. The PCC Secretary must ensure that their reports and plans come to the PCC in plenty of time.
Record keeping
The PCC Secretary ensures that all documents, certificates, contracts and correspondence are kept safe and in order.
Changing details of parish officers
It is important that any changes to parish officers are recorded with the diocese. This ensures that the right people are contacted with important updates and requests for information. For guidance on how to do this click here and scroll down to the section entitled 'Parish Officers'.
During a vacancy
It is the Secretary who will receive the relevant paperwork from the Registry detailing the legal procedures in relation to finding a new parish priest. The PCC Secretary will convene the Section 11 meeting (and, if necessary, a Section 12 meeting) and to correspond as necessary with the Registrar. The Archdeacon and Area Dean will be on hand to guide you and the PCC through the process. More information about being a parish in vacancy can be found on the Interregnum page.
Expenses
It is important that you claim all of your out-of-pocket expenses and that they are met by the PCC - postage, stationery, photocopying etc.
The work of PCC Secretaries is governed by:
Resources
The parish resources website has all the downloadable forms necessary for Annual Meetings and many other useful resources for PCC members and secretaries.
Keep or Bin – The Care of your Parish Records
Support
If you are struggling with any aspect of parish administration, either in your role as PCC secretary or as Incumbent, please contact your Archdeacon for support.