Office duty for consultants

Phoning

A. New Request for Assessment forms
1. Phone each person to tell them that we have received their form and that they will be contacted just as soon as the consultant is available to assess them. In the top right hand corner of the form, write phoned by ??? and the date.
2. If they haven’t indicated whether they’ve done Christian Growth Seminar, please check. Write CGS Yes, also in the top right hand corner.
3. If they haven’t done CGS, please tell them that they have to do this first but can then come into the office to request another assessment.
4. Then put these forms in the Marcia to check folder.

B. Consultant files
Look through the consultant files to see which consultants have not collected new assessment forms.
Phone the consultant to remind them that there are forms waiting in their hanging files.

C. Ministry files
Look through the yellow hanging files to see which ministries have yellow forms in them.
Phone the ministry representative to remind them to check their hanging file and ask them to please contact the person.

D. Phone each consultant at least once every 2 weeks
1. Check if all assessments allocated to him/ her have been contacted.
2. Are there any problems with these assessments?
3. Who are they assessing over the next two weeks. Take down the name of the person and the scheduled date.
4. Is there anything else Ps Marcia needs to know about? For example, will not be assessing for the next month because of exams/ holiday/ etc.

E. Phone each consultant before every meeting
1. Phone each consultant to remind them
2. Remember to remind the ones that have to bring food

F. Follow-up phone calls
1. Phone the assessee and check to see whether the ministry has contacted them
2. If yes, have they attended and are they involved and happy? Write comments in the appropriate section, date it and place in the Marcia to check hanging folder.
3. If no, phone the ministry representative and ask them to contact the person.
4. Pend to phone again in two weeks’ time



If at any point you get someone’s voicemail, leave a detailed message just as if you’re speaking to him or her. This is so that we don’t waste time and money trying to phone again and again. Make a note that you left a voicemail message and the date the message was left.


Office work


A. Filing completed assessment forms for current year
1. File in the completed folders at the back of the second drawer of the filing cabinet
2. Mark each form off on the Completed Assessments list at the front of the A-F folder. If not on the list, write it in on the bottom of the page.
File alphabetically in the relevant folder.

B. Filing RFA forms not taken up (NTU)
1. File in the folder at the back of the second drawer of the filing cabinet, just before the Completed Assessments.
File in strict alphabetical order.

C. Filing yellow ministry forms
1. File forms in the yellow ministry folders in the first drawer of the filing cabinet
2. If there is no folder, leave a post-it note on it for Ps Jackie to give you feedback.
3. If the ministry has closed, make a note on the yellow form “please place in new ministry – this one has closed” and place back in the consultant’s folder.
If the ministry is new and Ps Jackie hasn’t created the folder yet, she’ll place it in once created.

D. Sorting white pastoral forms
1. The top drawer of one of the buddy drawer systems is dedicated to pastoral copies.
2. Sort into piles, one for each district pastor.
3. Place each district pastor’s forms in a white A5 envelope
These are to be handed out to the various pastors.

E. Filing in consultant folders
1. The consultant folders are in the front of the second drawer of the filing cabinet.
2. They are organised alphabetically, in teams Soaring Eagles (blue files) and Eagles (yellow files)
File in the relevant folder.

F. Tidying the office
1. The blue material chairs are to be placed around the main table. The table must be clear of any clutter.
2. Tidy any papers lying around on the desks.
Place any and all forms back in the buddy drawers, and pens in the pen mug.
Place the stapler and punch in a neat row.
Place the booking diary neatly on the corner of the table with a pen in the middle.
Each of the consultant desks must only have the penholder.
Straighten any chairs.
Close the door to the kitchen so that the office looks peaceful.

G. Filing completed assessment forms for previous years
1. You will find these boxes on the bottom of the cupboard near the door into the church. They are clearly marked 2003, 2004 and 2005.
2. Mark each form off on the Completed Assessments list first.
Then file in strict alphabetical order.

If any questions, please give Ps Marcia a ring on 084 504 7339.