Drafting Job Descriptions and Covenants

It is unfair to ask someone to take on a role in congregational leadership without clearly defining the task, the expectation and the vision. While there are a variety of ways of going about this, many congregations find it helpful to prepare a written document using three main approaches. It is clear to see that all three approaches serve different purposes. There is a great value in having all three in place, but that takes time! Begin with one approach and build the others upon it as you are able or have need.

If you have responsibilities in planning for Christian education in your congregation, consider how the following might serve to define and support those who are called to a variety of ministry responsibilities in your setting:

1. Total Congregational Approach:
   While this approach looks more like a general handbook than a specific job description, it is one way of helping all who volunteer at the church “get on the same page.” The advantage of this approach is that it gives a comprehensive look at the congregation’s mission, structure and stated policies and procedures.
   
   Frequently it contains helpful information such as:

   • scriptural foundations and the congregational mission statement.

   • guidelines for the use of facilities, particularly, worship space, kitchen, offices, classrooms, fellowship spaces and outdoor areas; clean-up procedures; security details and information regarding access to the building.

   • budget; procedures for the purchase of supplies and use of materials.

   • use of audio visual equipment, tools, grounds-keeping equipment and furniture.

   • screening, safety, emergency and security procedures.

   • problem solving and discipline guidelines.

   • hospitality and welcoming issues.

   • church staff, congregational council and committee information.
      

2. Ministry Area Approach:
   The Christian Education Committee or those responsible for planning and implementing a variety of Christian education programming may choose to create general job descriptions. For instance, while the job description for “craft assistant” would clearly be task-specific, the wording makes it appropriate for someone working with crafts in Sunday school, mid-week ministry, the nursery, intergenerational events, day camp, confirmation, “Mom’s Morning Out”, kids clubs or Vacation Bible School. The advantage of this approach is that once the initial job descriptions are written up, they are readily available to be plugged into a variety of learning ministries. Again, begin with a scriptural foundation and the congregational mission statement. Also, If your congregation does not already have a vision statement for Christian education, devote sufficient time to creating a statement that reflects the learning and teaching ministry in your congregation.
    

3. Specific Task Approach:
   Congregations that have a written job description for each ministry task in each area of educational ministry know that:

   • initially it involves a great deal of work.

   • those who are “called” to a specific task will value knowing exactly what is expected of them and how they can anticipate being supported.

   • where possible, use a computer or word processor to record job descriptions. This technology makes it easy to review and adjust each description as the need arises. There are a variety of ways to draft job descriptions. The following is a simple formula to get you started.
     
      

Writing a Job Description is as easy as A, B, C, D!

A-ttitude with a Capital “A”:

• begin with prayer and an attitude that is open to the movement of the Holy Spirit.

• regard each Christian education leader as one who is being “called” rather than someone who is meeting an obligation or filling a vacant spot.

• remember that God has granted each person one or more spiritual gifts, unique abilities and special interests.

• keep in mind that we are called to BE rather than DO. In other words, in all we do we must be more about BEING God’s people and less about simply engaging in the work.

B-elonging, Baptism and Borders:

• drafting a job description is less about filling a necessary position and more about helping volunteers see themselves as a vital part of the mission and ministry of God’s faithful people.

• at baptism, the entire faith community joins with parents and baptismal sponsors to “provide for instruction in the Christian faith.” No matter what the task, each ministry position shares in fulfilling that promise.

• an effective job description always includes clear “borders” such as terms of commitment and
  the path of accountability.

C-ovenant: (terms of call)

• “it’s a two-way street.”

• as an individual reviews a job description, it is important for that person to sense the congregation’s commitment to uphold and support all volunteers.

• include in the job description a covenant where the church covenants with the volunteer and the volunteer covenants with the church.

Here’s a brief example for a Sunday school teacher:

(name), as you respond to Christ’s call to serve as (position), (congregation) covenants with you that:

• don’t hesitate to clearly state the obvious such as days, times, grades or age levels, room numbers.

• as you complete the job description, ask “what’s missing” or “what can be included to help this
  person understand what is expected of him or her”?

• it is also helpful to indicate if the this task involves others such as a team, or rotating volunteers.

• consider using this template to create any job description and covenant: