CATHOLIC DIOCESE OF CHRISTCHURCH
vOLUNTEER & mINISTRY - rOLE dESCRIPTIONS & fORMS
Volunteer & Ministry
The Catholic Diocese of Christchurch adheres to the Church National Safeguarding Guidelines. These include guidelines for volunteers in Church ministries to maintain a safe and healthy ministry environment.
Volunteers and ministers play a vital role in the life of the Church. As such, they have a custodial responsibility to the ministries and the people they serve. As leaders and educators they must uphold the values of the Church and this includes the principals of safeguarding as part of their role.
Role descriptions for most ministries are listed below. Safeguarding requirements for each role are listed in the description. Volunteers in roles that have direct and regular involvement with children and young people (0-18 years), and/or vulnerable adults will be subject to police vetting requirements.
You can download a PDF version of the role descriptions by clicking the corresponding link.
If you require more information, please get in touch with the Diocese Safeguarding Officer.
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It is a requirement for all volunteers to attend a face-to-face Safeguarding Workshop. This short video offers a brief overview of safeguarding but your attendance at a workshop is required (Dates for next workshops can be found here...)
Watch below for a welcome from message Bishop Michael
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02.11 Youth Team Member
Bereavement Team Volunteer
Bereavement Ministry is praying for the dead and comforting those who mourn, one of the Spiritual Works of Mercy. This role, under the guidance and direction of the parish responds to the needs of the community in practical and pastoral ways at the time of a bereavement. Losing a family member can be one of the most difficult and painful experiences a person can go through. This role serves as a vital pastoral connection between the parish community and the person who experiences the loss of a loved one.
TASK: Accompany the priest when visiting the bereaved family after a death | Be ready and available to listen and provide spiritual support as is needed in the days leading up to the funeral and again afterwards | Lead the bereaved in prayer as appropriate | Lead the family through organising the funeral requiem or service | Arrange musician, booking of Church, Servers for refreshments as required | Ensure all family and friends involved in the funeral feel comfortable with what they are doing and where things are at the Church | Ensure copies of all readings and prayers are at the readers’ lectern before the funeral | Provide follow-up support by way of phone calls and/or visiting | If appropriate, organise meals or a food parcel for a time, following the funeral.
EXPECTATION OF ROLE: Undertake formation and pre-training prior to beginning this ministry and attend ongoing formation and bereavement ministry team meetings | Undertake safeguarding training by way of safeguarding awareness workshops | Seek advice from the ministry team leader, who will support you in this role, on any matters related to this ministry if you are unsure or have concerns | Observe the physical surroundings and the emotional and spiritual needs of the person/s you are accompanying | Follow the two-person practice of visiting in pairs | Keep necessary visitation records | Exercise good judgement with a respect for safety, privacy, and confidentiality | Have a non-judgemental attitude, respecting the privacy and dignity of those that are visited | Wear Church ID, with your name and role clearly visible.
APPLICABLE ATTRIBUTES: Our parish / community is committed to safeguarding and protecting all children, young persons and adults who may be vulnerable, as well as all volunteers in Church roles.
VOLUNTEER SAFEGUARDING AGREEMENT: Our parish / community is committed to safeguarding and protecting all children, young persons and adults who may be vulnerable, as well as all volunteers in Church roles.
THIS ROLE WILL COMPLY WITH THE NATIONAL SAFEGUARDING GUIDELINES:
Safeguarding Policy: Yes
Code of Conduct for Employees & Volunteers: Yes
Safeguarding Training: Yes
Police Vetting: Yes
Musician & Choir Member
The role of a musician and choir member is to provide music (organ, piano, keyboard, orchestral, singing) that encourages and supports full and active participation of the congregation during parish liturgies and to provide appropriate incidental music before, during and after these liturgies where required
TASK: The musician and singers’ main duty is to lead the Music at Mass and other parish liturgies to the best of their ability, as arranged with the Music Group leader or Music Director | All organists, musicians and Group leaders are responsible for their rostered Masses. It is their responsibility to ensure a replacement has been found should they not be able to attend a rostered liturgy. The Music leader must be informed of the change of roster | Group Leaders will co-ordinate rehearsals with their group members and ensure that the group achieves a high enough quality of music to be worthy of the Liturgy they are leading | Group leaders are responsible for the selection of new group members | Members of Groups should be present for practices when organised by their group leaders | The Music Director / Leader is responsible for the selection of new organists, musicians, group leaders and new Groups joining the Parish Music Ministry | All musicians are asked to try to make themselves available for special church liturgies if needed | Music leaders should attend planned Music Leaders meetings that will be held quarterly and give feedback when appropriate | All musicians and singers are expected to develop and maintain cooperation with the clergy, other musicians, and music group leaders | All musicians should provide updates and reports on the sufficiency, condition and maintenance of Church instruments as needed | Groups leaders should support the development of new musical groups or new musicians as appropriate | All musicians are asked to serve as a resource to Church Staff, Clergy and other musicians as necessary.
PERSONAL QUALIFICATIONS: To be a disciple of Jesus Christ, faithful to the Catholic Church, and do nothing that will bring the name of the Church into dis-repute | To respect and apply all aspects of the liturgy as requested by church doctrine and documents | To be a competent accompanist, musician, having an ability to be able to play hymns, songs, and motet accompaniments. An ability to sight-read and improvise is desired. [Musicians only] | Have a basic knowledge of Sacred Music and the Liturgy of the Church | To be willing to rehearse sufficiently to maintain a high quality of music |
Take initiative in seeking ways to enhance the music programme | To be sensitive and can interact with a variety of people | Have a collaborative work style and adapt to change easily | Work independently as well as follow directions of music leaders and Clergy | To have good organisational skills and be reliable and timely.
VOLUNTEER SAFEGUARDING AGREEMENT: Our parish / community is committed to safeguarding and protecting all children, young persons and adults who may be vulnerable, as well as all volunteers in Church roles.
THIS ROLE WILL COMPLY WITH THE NATIONAL SAFEGUARDING GUIDELINES:
Safeguarding Policy: Yes
Code of Conduct for Employees & Volunteers: Yes
Safeguarding Training: Yes
Police Vetting: Required for some members
Extraordinary Minister of Holy Communion to the Sick in Private Homes / Residential Facilities / Rest Homes
The role of a Extraordinary Minister of Holy Communion is to to celebrate Holy Communion of the Sick with parishioners who are unable to attend regular liturgy. This ministry provides the sick or homebound in their private homes or in a residential facility i.e. retirement village, with a sense of community and belonging whilst they are ill or infirm.
TASK: Prepare all necessary items such as: appropriate Communion of the Sick Service book or leaflet and pyx prior to visit |
To take utmost care of the Blessed Sacrament from the church to those being ministered to and back to the church (if necessary). The pyx is to always remain physically on the person | Contact parishioner to arrange a convenient time and date to visit or arrange the visit at an agreed time with the appropriate person | Prayerfully prepare for a meaningful visit | Ensure the parishioner is/are prepared and ready to receive Holy Communion and pay particular attention to any special needs | Follow the Ritual text | Ensure all is well with parishioner before departing.
TASK EXPECTATION: Undertake formation prior to beginning this ministry and attend ongoing formation including how to operate this ministry | Undertake safeguarding training by way of workshops or online training related to this ministry | Observe confidentiality with private matters of those who are visited | Bring to the attention of the Parish Priest or person who co-ordinates the ministry any matters related to changes in health and / or spiritual needs of the parishioner whilst ensuring the privacy of the person is respected | Attend regular meetings as agreed with your parish leader, who will support you in your role. Communication and engagement in this role for all parties enhances this special ministry | Regularly engage, communicate with, and give feedback to the Pastoral Coordinator or Leader of Sacramental programme | Have the necessary transportation to carry out this ministry | Adhere to the two-person practise of ministering | Bring to the attention any safeguarding concerns to the person you report to | Check with the person themselves, their family, or the priest to identify and be aware of any specific requirements e.g., gluten free, difficulty with swallowing, difficulty communicating etc. | Seek advice on any matters related to this ministry if you are unsure.
VOLUNTEER SAFEGUARDING AGREEMENT: Our parish / community is committed to safeguarding and protecting all children, young persons and adults who may be vulnerable, as well as all volunteers in Church roles.
THIS ROLE WILL COMPLY WITH THE NATIONAL SAFEGUARDING GUIDELINES:
Safeguarding Policy: Yes
Code of Conduct for Employees & Volunteers: Yes
Safeguarding Training: Yes
Police Vetting: Yes
Mass Welcome & Greeting
TASK: Welcome those arriving for Mass | To host people in the main entrance 20 minutes prior to the starting time of Mass, meet and great parishioners | Keep a special eye out for visitors, maybe introduce yourself in addition to welcoming them to the parish | Kow where the “new to the parish” forms to fill in are and direct people to them | If appropriate direct people to the parish welcome pack, baptismal registration forms etc. | If appropriate inform families with children, if there is a Liturgy for Children on and invite them to attend. Perhaps a 1 page “Welcome to Liturgy with Children” could be handed out | Help those who are struggling to find a seat | Hand out parish newsletters or other hardcopy items as required | After Mass: Remain in porch and interact with people as they come out. Handout parish bulletin and other notices | Advise people on the way in and out If morning tea is available, and invite people to stay and enjoy.
EXPECTATION OF ROLE: Undertake training and formation prior to beginning this ministry | Undertake safeguarding training by attending a parish safeguarding workshop | Bring to the attention of the Parish Priest or person who co-ordinates the ministry any matters you have concerns around related to the ministry. Communication and engagement in this role for all parties enhances this special ministry.
VOLUNTEER SAFEGUARDING AGREEMENT: Our parish / community is committed to safeguarding and protecting all children, young persons and adults who may be vulnerable, as well as all volunteers in Church roles.
THIS ROLE WILL COMPLY WITH THE NATIONAL SAFEGUARDING GUIDELINES:
Safeguarding Policy: Yes
Code of Conduct for Employees & Volunteers: Yes
Safeguarding Training: Yes
Police Vetting: No
Lector
The Lector is called to proclaim the Word of God as found in Scripture in a manner that makes the Word fresh and meaningful to the People of God in the pews. It is one of the most important roles in our liturgical celebrations. Our parish is committed to provide well-formed lectors so that all faithful may hear and grow in their love for the Word of God.
TASK: Before proclaiming the word of God, all lectors are expected to prepare spiritually and practically (Spiritual preparation involves understanding the meaning of the scripture passage and praying with it. Practical preparation involves learning the right pronunciation, which words to emphasise and practising the delivery of the text aloud) | Arrive 15 minutes before Mass to: ensure that the lectionary is on the ambo with the correct readings and liaise with the choir/cantor as to who will sing/ read the psalm and the Gospel acclamation | Immediately before the entrance hymn, first reader is to welcome all, especially visitors, to Mass. (Script may be provided | First reader is to proclaim the first reading and the psalm (if choir / cantor is unavailable) | The second reader is to proclaim the second reading and the Gospel acclamation (if choir / cantor is unavailable) | The second reader is to introduce each petition during the Prayer of the Faithful. (Prayers will be provided).
TASK EXPECTATION: Undertake training and formation prior to beginning this ministry | Undertake safeguarding training by attending a parish safeguarding workshop | Bring to the attention of the Parish Priest or person who co-ordinates the ministry any matters you have concerns around related to the ministry. Communication and engagement in this role for all parties enhances this special ministry.
ROLE CHALLENGES: Be clear as to the purpose and limitations of this ministry. This is occasional care to respond to some day to day needs. You may not be able to provide everything that an individual requires and may need to refer to other specific agencies for additional assistance for a particular person.
VOLUNTEER SAFEGUARDING AGREEMENT: Our parish / community is committed to safeguarding and protecting all children, young persons and adults who may be vulnerable, as well as all volunteers in Church roles.
THIS ROLE WILL COMPLY WITH THE NATIONAL SAFEGUARDING GUIDELINES:
Safeguarding Policy: Yes
Code of Conduct for Employees & Volunteers: Yes
Safeguarding Training: Yes
Police Vetting: No
Liturgy of the Word with Children (LWC)
Working in a team of at least two, lead children in the celebration of the Liturgy of the Word that is appropriate to their level of understanding..
TASK: To provide a welcoming, and age-appropriate filled spiritual experience of the Liturgy of the Word that is relevant, participatory, and meaningful to children | To celebrate the Liturgy of the Word, the ritual, and prayers with the children in a manner that engages them. The LWC is ritual centred on the proclamation and breaking open of the scriptures | To provide the opportunity for this Liturgy to mirror what is taking place in the main church. Liturgy of the Word is proclaimed, profession of faith and respond to the prayers of the faithful | Manage the roster of LWC ministers / volunteers for LWC at Masses if there is not another volunteer responsible for this | Communicate relevant information and expectations with parent/caregivers about how LWC operates. This includes housekeeping regarding safe practices around toileting, children returning to the Mass after the Liturgy and how the ministry operates.
TASK EXPECTATION: To be prepared for the specific set of scriptures of the day and that children are given the opportunities for full, relevant, and authentic participation in the Liturgy | That, the Lectionary of Masses with Children is the source used for the scripture being proclaimed during LWC | That the principles for celebrating Liturgy of The Word with Children are adhered to | That the structure of the liturgy is listen, respond, pray and return to the Assembly | Undertake formation prior to beginning this ministry and attend ongoing formation including how to operate this ministry | Undertake safeguarding training by way of workshops or online training related to this ministry. | Attend regular meetings as agreed with your parish leader, who will support you in this role.| Seek advice on any matters related to this ministry if you are unsure.
VOLUNTEER SAFEGUARDING AGREEMENT: Our parish / community is committed to safeguarding and protecting all children, young persons and adults who may be vulnerable, as well as all volunteers in Church roles.
THIS ROLE WILL COMPLY WITH THE NATIONAL SAFEGUARDING GUIDELINES:
Safeguarding Policy: Yes
Code of Conduct for Employees & Volunteers: Yes
Safeguarding Training: Yes
Police Vetting: Yes
Pastoral Visitor
In this role, under the guidance and direction of the parish priest or Pastoral Coordinator or a delegated parish person, responds to the needs of members of the local parish in practical and pastoral ways. This role serves as a vital pastoral connection between the parish community and the person who cannot attend parish Masses and activities. The role may include visiting people who are grieving, or families who are not connected to the parish in any way.
TASK: Visit people who are elderly, disabled, housebound, ill, recovering from illness or bereavement in a private home or residential care facility at home, in residential care facilities | Visit the home bound to provide company, friendship and engagement with the outside community | Offer listening, conversation, support, or prayer to those being visited as appropriate | Agree boundaries and expectations with the person being visited | Serve as an important link between the parish and the person being visited | To build positive relationships with the people visited | May include activities that provide meals or a food parcel due to illness or incapacity | May include transport to Mass or shopping or medical appointments for those that are unable to access suitable transport for themselves. If this service is required Church Health & Safety and Church Safeguarding provisions will apply.
TASK EXPECTATION: Undertake formation and pre-training prior to beginning this ministry and attend ongoing formation including how to operate this ministry | Undertake safeguarding training by way of workshops or online training related to this ministry | Attend regular meetings as agreed with your parish leader, who will support you in this role | Seek advice on any matters related to this ministry if you are unsure | Observe the physical surroundings and the emotional and spiritual needs of the person | Follow established procedure for reporting concerns | Follow the two person practice of visiting in pairs | Alert the parish person to whom the pastoral roles is responsible, of any additional support identified | Keep necessary visitation records | Exercise good judgement with a respect for safety, privacy, and confidentiality | Have a non-judgemental attitude, respecting the privacy and dignity of those that are visited | Offer a warm and inviting demeanour when visiting the persons home | Wear Church ID, with your name and role clearly visible.
VOLUNTEER SAFEGUARDING AGREEMENT: Our parish / community is committed to safeguarding and protecting all children, young persons and adults who may be vulnerable, as well as all volunteers in Church roles.
THIS ROLE WILL COMPLY WITH THE NATIONAL SAFEGUARDING GUIDELINES:
Safeguarding Policy: Yes
Code of Conduct for Employees & Volunteers: Yes
Safeguarding Training: Yes
Police Vetting: Yes
Prayer Ministry
The purpose of the Parish Prayer Ministry, also sometimes known as Intercessory Prayer, is to serve in a supportive role to those in need of prayer. It is about standing alongside another person in the presence of God and supporting them in payer.
TASK: Be available for prayer ministry service at rostered Masses and if unavailable arrange a suitable replacement in a timely manner. Work collaboratively with coordinator to enable appropriate coverage | Do not offer advice or counselling, only appropriate spiritual encouragement and you are not required to follow-up. Leave the person in the Lord’s hands | Prayer Ministry members must always minister in teams with a minimum of two people being present throughout a session | Be sensitive to persons needs for privacy. If it is determined that further support is appropriate encourage the person to speak to a parish Pastoral Worker or Priest or offer to arrange an appointment /visit with a delegated authority | Guidelines provided for prayer ministry sessions are to be followed and the session should be short in length. (No more than 5-10 mins) | Prepare in prayer before ministering, if possible, abandoning yourself to God’s will so that your will may not cloud your ability to minister in the way God desires | Prepare all necessary items such as, resource box/ tissues /prayer cards prior to session.
TASK EXPECTATION: Undertake formation training prior to beginning this ministry and ongoing formation as required | Attend regular safeguarding meetings as agreed with the parish leader who will support you in this role | Undertake safeguarding training by way of workshops or online training related to this ministry. Our Parish’s Safeguarding Culture is everyone’s responsibility | Proactive in raising opportunities to improve aspects of the Catholic Prayer Ministry and seek advice on any matters related to this ministry if you are unsure | It is essential that we all act in a Christian manner and work together as a team. All members are asked to mentor or support any colleague who is struggling for any reason.
APPLICABLE ATTRIBUTES: To be a disciple of Jesus Christ, faithful to the Roman Catholic Church, respect and obey the Church’s teachings, and do nothing that will bring the name of the Church into dis-repute | A practicing Christian who believes in the love of God and power of the Holy Spirit and who respect and apply all aspects of the liturgy as requested by church doctrine and documents | To have good organizational skills and be reliable and timely and must be able to respect confidentiality | To be gentle, loving, and sensitive to other people’s needs and have the ability to listen with compassion and not judge.
VOLUNTEER SAFEGUARDING AGREEMENT: Our parish / community is committed to safeguarding and protecting all children, young persons and adults who may be vulnerable, as well as all volunteers in Church roles.
THIS ROLE WILL COMPLY WITH THE NATIONAL SAFEGUARDING GUIDELINES:
Safeguarding Policy: Yes
Code of Conduct for Employees & Volunteers: Yes
Safeguarding Training: Yes
Police Vetting: Yes
Sacristan
This role, under the general direction of the clergy, ensures that everything is in place before the liturgy commences. It is an essential service to the worshipping assembly. This role assists the Priest with ensuring that equipment in the sacristy is clean, well-kept and in good order. Sacristan responsibilities may include, opening the church, turning on lights and microphones, putting out the Missal and Lectionary (marked at the right place), setting out chalices, plates, cruets, sufficient bread, and wine, before Mass can be celebrated.
TASK: Arrange books needed for the celebration, marking all divisions | Lays out vestments | Prepares and lays out (ready) the vessels, linens, oils, processional crosses, and candles ready for use | Facilitates a smooth liturgy by anticipating the needs of the presider and other members of the assembly | Contributes to the sense of the sacred thorough.
TASK EXPECTATION: All preparations are done well before Mass | Be attentive and aware of the liturgical calendar and the preparation of the different events in the Church year | Appropriate cleaning and tidying are completed following the Mass | Supplies are monitored and ordered | Ensure that all linen, vessels, vestments, and other important equipment are in good order | Undertake formation and pre-training prior to beginning this ministry and attend ongoing formation including how to operate this ministry | Undertake safeguarding training by way of workshops or online training related to this ministry | Attend regular meetings as agreed with your parish leader, who will support you in this role | Seek advice on any matters related to this ministry if you are unsure | Ensure that, when on duty, either no or two adults are in attendance whilst the altar servers are preparing for a service | Ensure that activity within the sacristy is conducted in accordance with Diocesan Safeguarding Procedures | Ensure that, Health and Safety issues are brought to the parish H&S coordinator | Alert the parish person to whom the Sacristan roles is responsible, of any additional support identified | Wear Church ID if available, with your name and role clearly visible.
APPLICABLE ATTRIBUTES: A Commitment to the essential teachings of the Catholic Church and the ethos of the Parish | An understanding of the purpose and forms of the Church’s liturgy | The ability to relate with respect and ease to people of all ages | Must be over the age of 18.
VOLUNTEER SAFEGUARDING AGREEMENT: Our parish / community is committed to safeguarding and protecting all children, young persons and adults who may be vulnerable, as well as all volunteers in Church roles.
THIS ROLE WILL COMPLY WITH THE NATIONAL SAFEGUARDING GUIDELINES:
Safeguarding Policy: Yes
Code of Conduct for Employees & Volunteers: Yes
Safeguarding Training: Yes
Police Vetting: Yes
Youth Team Member
This role, under the guidance and direction of the parish supervisor works to provide guidance and assistance to the faith community in responding to, planning, and delivering for the needs of the youth. The volunteer is engaged as a Youth Team Member to support the Youth Leaders/Workers in the running of the youth ministry within the parish.
TASK: Be a visible presence within the faith community and actively engaged in their Catholic faith | Commit to attending training sessions, planning meetings, youth group sessions and activities and debriefing after each youth session | Be willing to undertake some responsibility for the running of the youth group with the Youth Leaders/Workers, e.g., leading games, facilitating small groups etc | Work as part of the Parish Youth Team to communicate and promote youth activities to the wider faith community | Work as part of the Parish Youth Team to support spiritual growth programmes, activities and events that include opportunities for youth to worship, share fellowship with each other | Be a reliable member of the team.
TASK EXPECTATION: Arrive on time for training sessions, planning meetings and youth group sessions. Remain at these sessions to completion unless previously arranged | Attend regular briefing and debriefing as a Youth team member and be a reliable member of the parish Youth Group | Attend training days and be available for other special youth events such as camps, sports nights etc. | Adhere to confidentiality around information and as per the Privacy Act. | Undertake formation prior to beginning this ministry and attend ongoing formation including how to operate this ministry | Adhere to the safeguarding practices to ensure a safe environment is fostered for young people | Have awareness of my limitations and boundaries and refer when appropriate | Work collaboratively with other members of the Youth Team / Youth Supervisor | Undertake safeguarding training by way of workshops or online training related to this ministry | Attend regular meetings as agreed with your parish leader, who will support you in this role. If available check in with your Youth Team spiritual advisor or Youth Chaplain | Seek advice on any matters related to this ministry if you are unsure | Adhere to all provisions of the Health and Safety Act in taking all reasonable practical steps with management and implementing the Health and Safety Policy and Procedure | Adhere to all provisions of confidentiality matters. If you are unsure of your right to disclose, please check first with the youth worker leader or your supervisor | Partake in the sacraments regularly and participate in diocesan activities to deepen your faith inside and outside of Youth Group
VOLUNTEER SAFEGUARDING AGREEMENT: Our parish / community is committed to safeguarding and protecting all children, young persons and adults who may be vulnerable, as well as all volunteers in Church roles.
THIS ROLE WILL COMPLY WITH THE NATIONAL SAFEGUARDING GUIDELINES:
Safeguarding Policy: Yes
Code of Conduct for Employees & Volunteers: Yes
Safeguarding Training: Yes
Police Vetting: Yes