1. Temple Administrator The Temple Administrator is:
a. The office counterpart of the Temple Commander, providing
administrative back-up for the smooth operation of the Temple; and
b. The takes care of all non-financial counterpart of the Financial
Controller, dealing with non-financial administrative administrative matters
that either:
i. (a) don't pertain to the whole Temple rather than to a particular
Department or Ashrama, ; or
ii. (b) Though pertaining to a particular Department or Ashrama, can't
cannot be resolved by the relevant Department Head/Temple Leader.
2. He communicates effectively by listening, speaking and writing, with
the public, the government, the congregation, the Temple devotees and big
ISKCON.
QUALITIES: (INHERENT OR DEVELOPED PERSONAL CHARACTERISTICS)
1.Those of a brahmana, described in Bg. 18.42
2.Humble and non-envious
3.Regulated
4.Punctual, dependable, and consistent
5.Meticulous, careful, and thorough
6.Confidential and discreet
7.Self-motivated; takes initiative
8.Enthusiastic, determined, and patient
9.Mature; i.e., balances the courage to advocate his own point of view with
genuine consideration for the other person's
10.Respectful to both subordinates and superiors, as well as to all others
11.Eager to learn
12.Results-oriented
13.Committed to seeing ISKCON Chennai well-organised
SKILLS: (WHAT HE CAN DO WELL)
1.Well-organised in both his personal life and his service
2.Maintains equilibrium under pressure (the calm centre, the "eye" of the
hurricane)
3.Adjusts to unforeseen circumstances (flexible)
4.Communicates respectfully, clearly, completely, and promptly both in
speech and writing
5.Works well in a team; establishes and develops synergistic working
relationships with senior Temple personnel ("The essence of effectiveness
and success lies in the quality of relationships.")
6.Pursues projects to completion
7.Spots good ideas, records them, and uses them to improve his Department
8.Turns problems or setbacks into opportunities
9.Learns whatever necessary to improve his service
10.Has secretarial sSkillsed in using computer, fax and photocopy machine
BEHAVIOUR: (HOW HE GOES ABOUT DOING THINGS)
1.Follows ISKCON's four primary regulative principles at all times (i.e.,
not only while engaged in service):
a.no eating meat, fish, or eggs (or garlic or onions or mushrooms)
b.no intoxication (including eating chocolate)
c.no gambling (including speculative investments and frivolous sports)
d.no illicit sex, including no sex with his spouse other than for the
purpose of procreation and even that only after:
i)receiving the blessings of the gurus of both spouses; and
ii)both husband and wife chanting fifty rounds of the Hare Krishna
mahamantra
2.Eats only Krishna prasadam; i.e., eats only what is offered and offers
only what is offerable
3.Refrains from indulging in mundane or sensual entertainment at any time
(indulgence would adversely affect his consciousness, which would
adversely affect his service)
4.Refrains from associating with mundane people, as well as with devotees
who are cynical or antagonistic toward the Temple Administration, the
Temple President or the GBC
5.Always acts according to standard principles of Vaisnava etiquette (the
oil in the social machinery) especially in regard to association with the
opposite sex (on this point he must be extremely careful)
6.Works on the principle that quality is usually more important than
quantity; i.e., one thing done first-class is better than several things
done second-rate
7.Distinguishes between his personal needs and the needs of his service
8.Takes responsibility rather than neglecting it or blaming others
DRESS CODE:
1.Always wears fresh tilak
2.Always dresses smartly in Vaisnava attire (according to standards taught
and demonstrated by Srila Prabhupada)
3.Either shaves his head regularly or keeps his hair short, neat, and
presentable (a woman would preferably keep her hair long, neat, and
presentable)
DUTIES: (ACTIONS FOR WHICH HE IS ACCOUNTABLE)
1.Chants at least sixteen attentive rounds each day of the Hare Krishna
maha-mantra with the other Temple devotees whenever possible
2.Follows a morning devotional program consisting of kirtan, japa, puja,
offering bhoga, reading and discussing scripture either at an established
ISKCON temple (preferred), or, when that's impractical, at home
3.Keeps himself (and his family, when applicable) in good condition, on all
levels: physical, psychological, intellectual, and spiritual (i.e.,
regularly "sharpens the saw")
4.Aligns his Service with the principles and values expressed in the Temple
Mission Statement
5.Imparts Service in such a way that the Department Head is neither
disturbed nor distracted from his vital responsibility of leading the
Department
6.Schedules his breaks and holidays in such a way as not to disrupt the
working of the Department, e.g. not during the Prabhupada Marathon
7.Keeps everything in his work area and Department impeccably clean
8.Always strives to improve his skills by:
a. Studying Srila Prabhupada's life's example
b. Studying Srila Prabhupada's books at least one hour a day, with a view
toward extracting points relevant to his Service
c. Improving his ability to interact effectively with people
d. Hearing from others successful in the particular activity of his
Department, either within ISKCON or from outside
e. At the end of each day, deeply reflecting and writing on the quality of
his performance
9. Ensures that, within his Department, there is no waste of time, energy,
or resources
10. Does not create crisis and, in the event of a crisis, does not panic;
rather, responds according to its degree of gravity
11. Follows his service description closely and if necessary seeks
assistance from Department Head.
12. Helps others in his Departments solve their problems, and accepts help
from them to improve his own service and solve problems
13. Downloads his e-mail at least once a day, responding promptly
especially to messages from the Temple Leaders
14.Attends meetings as required by higher authorities
15.Thinks preventively and plans ahead
AREAS OF RESPONSIBILITY:DUTIES:
1. Company Secretary (a position required by the Charities Commission)
a. Ensures that the Temple complies with government requirements for
companies and charities
b. Represents the Temple in dealing with the Charities Commission and
other government departments and agencies
c. Services meetings by preparing, distributing and filing agendas,
minutes, proposals and reports etc
d. Takes care of all legal affairs, including insurance and local
authority regulations (in regard to waste disposal, fire regulations, health
and safety, etc.)
e. Writes and follows-up on grant proposals
f. Strives to reduce costs that are common to all Departments and
Ashramas, such as gas, electricity, water, telephone, and waste disposal
2. Office Management
a. Ensures security of the Office by restricting number of keyholders,
reinforcing doors and windows, installing electronic warning system, etc.
b. Ensures secure storage of stationary, supplies, and especially
records
c. Maintains Office equipment, aesthetics, usability, tidiness
and cleanliness
d. Restricts traffic through and use of the Office
e. Restricts use of Office equipment, e.g. phones, computers, etc. Storage of stationary and supplies ,Maintenance of the office: appearance, convenience of use, facilities to those that require it, equipment, tidiness and cleanliness Controls the use of the equipment, phones, etc.
3. Personnel (paid or unpaid, resident or non-resident)
a. Provides administrative support for recruiting
b. Supervises induction
c. Writes and administers contracts of employment
d. Proposes training policies and procedures: to the TLC
e. Contributes to Collaborates with the Executive Secretary and other
Temple Leaders in developing the ISKCON Management Manual
f. Ensures that all staff meet legal training requirements
g. Oversees employment termination
h. Keeps records of:
i. personal details, including copy of passport and visa
ii. holidays
iii. sicknesses
iv. absences
v. grievances
vi. disciplinary actions
vii. consultations
i. Facilitates disciplinary and grievance procedures
j. Facilitates appraisal system and records results
k. Takes care of all immigration matters, according to the Service
Description for the Immigration Administrator
l. Trains, assists and monitors other Temple Leaders in immigration
procedures
4. Communication and Information Systems
Supervises:
a. Maintenance, security and updating of all systems, e.g. computer
hardware and software, databases, telecommunications, internal
communications, document files (both electronic and hard copy),
etc.
b. Handles or supervises appropriate allocation of incoming mail, both
paper and electronic
c. All official Temple outgoing correspondence and reports
d. Content, formatting and printing of letterhead, posters, adverts,
newsletters, memos, notices, etc.
Takes care of documents in file cabinets
Maintains back-up filing systems
5. Public Relations
Supervises, records and reports as needed Temple's dealings
with:
a. Media
b. Academia
c. Government departments and agencies
d. Other charitable and religious organizations
e. Neighboring residents and businesses
f. Individual members of the public
g. Miscellaneous groups (yoga, vegetarian, political, etc.)
h. Vaisnavas in general
6. Internal ISKCON Relations
a. Supervises, records and reports to the Temple Leaders Council the
Temple's dealings with:
i. Other ISKCON Temples and Projects
ii. GBC (either individually or collectively)
iii. ISKCON Managerial Bodies other than the GBC
iv. India Bureau
b. Regularly reports significant Temple activities and preaching
results to the local GBC and national authorities (Indian Bureau ,
ICC Divsional Council)with consultaion of Temple President
7. Vehicles and Other Equipment and Machinery
a. Securely files:
i. Guarantees
ii. Warranties
iii. Proofs of purchase
iv. Registrations
v. Lease agreements
b. Creates and implements preventive maintenance schedules
c. Records maintenance completed, including current condition
d. Negotiates and updates maintenance and insurance contracts
e. Files copies of operators' licences and permits
f. Files and renews certificates for vehicles: M.O.T., road tax and
resident parking
8. Properties
a. Searches for properties to buy or lease
b. Negotiates purchases and leases
c. Securely files blueprints, deeds and lease agreements
d. Creates and implements preventive maintenance schedules
e. Records maintenance completed, including current condition
f. Negotiates and updates maintenance and insurance contracts
9. Health and Safety
a. Keeps up with current health and safety legislation and ensures the
Temple's compliance
b. Corresponds with and records visits of health and safety authorities
c. Provides health and safety rights, obligations and procedures to all
personnel
10. Support of Temple Leaders
a. Helps other Temple Leaders:
i. to Create, develop and implement management structure and strategy a
strategy
ii. Write procedures documents
iii. Write Win-Win Agreements
iv. Develop their projects
v. Direct queries to the right Department
b. Facilitates Temple Leaders in office-related matters and strives to
relieve them of administrative duties
Helps Department Heads put together Win-Win Agreements
Supports Department Heads in office-related matters, and relieves them of
administrative duties
Directs enquires to the right Department
c. HandlesMonitors administration of Departments and Ashramas and helps
fill significant gapsDepartmental shortcomings:; e.g.:
i. Congregational Development Department (database, mail-outs)
ii. Kitchen (health and hygiene standards, certification courses)
iii. Restaurant (official notices, media relations,
iv. Book Distribution (general administration)
i. Ashramas (personnel files)
v. Keeps records of immigration letters and expiry datesM aintains
immigration tracking system and follow-up on invitation letters, visas, work
permits, member-of-religious-order permits, and other documents required
by devotees who serve in the Temple
Checks and distributes postings and Administrative support for
Department Heads, in particular the Financial Controller and the Temple
Commander
1. Maintains and updates congregational database donations; sends gift
and standing order forms to devotees who have not filled them; replies to
letters from the congregation
3.Takes care of stationary and utilities
4.Updates employment and holiday details of employees (employment contracts
must be updated regularly according to government policy changes)
5.Supports Temple Managers and Department Heads in office-related
matters, and relieves them of administrative duties
6.Takes care of documents in file cabinets Maintains back-up filing systems
7.Maintains immigration tracking system and follow-up on invitation letters,
visas, work permits, member-of-religious-order permits, and other
documents required by devotees who serve in the Temple
8.Transcribes minutes of the meetings
Liases with local authorities in regard to the waste disposal, fire
regulations, health and safety Takes care of stationery requirements
Directs enquires to the right Department
Maintains of the office: appearance, convenience of use, facilities
to those that require it, equipment, tidiness and cleanliness, stores
stationary and supplies
Controls the use of the equipment, phones, etc.
Utilities (gas, electricity) cheaper supplies
Keeps record of guarantees, contracts, pest control document, etc.
Checks deadlines for contracts
ACCOUNTABILITY AND LINES OF AUTHORITY:
1. Self-accountable; i.e., works Serves according to the Department
Head and Temple Administrator Administrative Assistant Service
Descriptions and Win-Win Agreement
2. Answers directly to the Temple President (or General Manager if
there is one in case of extension center))
3. Supervises:
a. Temple Secretary (clerk and typist)
b. Computer Technician
4. Monitors
1. Departmental Administrators
2.Answers to the Financial Controller
3.Every Monday morning submits to the Temple President his weekly time
sheet and sadhana chart
4.Weekly reviews his service description and Win-Win Agreement. Meets
with Department Head once a month to check progress, clarify direction,
and evaluate mutual adherence to the Win-Win Agreement
PRIORITIES (IN ORDER):
1. Attends to his own needs, as well as those of his family members (when
applicable) on four levels:
a. Physical, economic, and legal
b. Psychological, emotional, and social
c. Intellectual
d. Spiritual
2. Works synergistically with the Financial Controller and other Temple
Leaders
3. Keeps everything pertaining to his Service well organised
4. Does whatever necessary to maintain and whatever possible to improve
his Service
Grant proposals
Record keeping:
Vehicles
Equipment
Writes reports about Temple activities to the National Office and the GBC
Utilities (gas, electricity) cheaper supplies
Keeps record of guarantees, contracts, pest control documentation, etc.
Checks deadlines for contracts
Handles or supervises all official Temple correspondence
Legal
Immigration
Departmental shortcomings:
Congregational Department
Database
Mailouts
Kitchen
Health and hygiene standards
Certification courses
Restaurant
Official notices
Media relations
Westminster Council
Book Distribution
General administration
Grant proposals
Insurance
Record keeping
Personnel
Vehicles
Equipment
Collaborates with the Executive Secretary and other Temple Leaders
in developing the ISKCON Chennai Management Manual( in progress)
Helps Department Heads put together Win-Win Agreements
Helps to create and implement management strategy
Ensures that all paid employees have a service agreement letter
Supports Temple Managers and Department Heads in office-related
matters, and relieves them of administrative duties
Takes care of documents in file cabinets
Maintains back-up filing systems
Maintains immigration tracking system and follow-up on invitation
letters, visas, work permits, member-of-religious-order permits, and
other documents required by devotees who serve in the Temple
Ensures that minutes of all important meetings are taken,
distributed and filed
Oversees setting up and maintaining computer systems
Writes reports about Temple activities to the National Office and
the GBC
Liases with local authorities in regard to the waste disposal, fire
regulations, health and safety
Takes care of stationery requirements
Directs enquires to the right Department
Maintain the office: appearance, convenience of use, facilities to
those that require it, equipment, tidiness and cleanliness, stores
stationary and supplies
Controls the use of the equipment, phones, etc.
Utilities (gas, electricity) cheaper supplies
Keeps record of guarantees, contracts, pest control document,etc.
Checks deadlines for contracts
Qualities of a devotee.
Experience in administration. Computer literate. Secretarial skills:
correspondence, reasonable command of English language.
Reports to General Manager. Or Temple Council
Specific Duties
Covering office management: ensuring the computer systems are working
properly, have good back-up systems.
Dealing with correspondence: snail mail and e-mail.
Sending mail-outs for festivals.
Informing congregational members on upcoming events.
Sending thank-you letters to donors.
Deals with insurance matters: Building insurance, vehicle insurance.
Report required for National Office and the GBC about Temple activities.
Legal requirements, both local and national, for vehicles, building.
Liasing with local authorities in regard to the waste disposal, fire
regulations, health and safety. Stationery requirements.
Cleaning the office.
Priorities
Ensure properly functioning office, the facility that is required.
Providing the resources for others who need to use the office.
Ensuring that correspondence is dealt with on a regular basis. Not
neglected.
Temple Administrator's Duties (Notes)
1.Post, Mail that comes in should be sorted: internal, other, office,
financial
2.Dealing with external communications, i.e. people trying to sell things
3.Directing enquires to the right Department
4.Mail - specific enquires, i.e. general statistics, rates information,
congregations' requests to stay
5.Documentation to many, to itemize some examples
Building insurance
Health and safety and its application
Car insurance
MOTS
Road tax
Servicing
Waste disposal
6.Maintenance of the office: appearance, convenience of use, facilities to
those that require it, maintenance of the equipment, tidiness and
cleanliness, storage of stationary and supplies
7.Controlling the use of the equipment, phones
8.Utilities (gas, electricity) cheaper supplies
9.Pest control documentation
10.Keeping records of guarantees, contracts
11.Checking if deadlines are met
12.Things that fall through other Departments
13.E-mail enquires
14.Filing
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notes taken during the meeting of ICC and teh above dcumant was made based
on these notes .There will be some repetition of some services .I didnt
Have time to edit .
ys
skdas
Temple Aministrator
Incoming mail:
internal
for other departments
for office related activities
for financial or personal items
Deals with external communications:
prople trying to sell things
information from other similar charities
Taking the information that comes in and redirecting in to other Department,
to get the best follow-up action possible.
enquires from Government Offices regarding statistics
rates information
other such enquires that require action by a deadline
requests of visitors who want to come to stay here
(these are the people that help our movement, so we should look after them,
even if we say know, but give them some quick response to let them know what
the situation is
dealing with documentation such as iii. insurance, health and safety, but
also its application; fire extinguishers should be around, but also serviced
on time
renewing insurance for vehicles
renewing MOTs, road tax, servicing (at least prompting people, perhaps TC,
to do it)
waste disposal
appearance and maintenance of the office
that people have access to a desk or phone
maintaining office equipment:
cleanliness and tidiness
sufficient office supplies:
toner, paper available,
properly stored, not wasted, damaged
controlling the use of the office, whoever uses the office to leave it in a
good condition
monitoring the utilities: gas, electricity, making sure the bills are
correct (perhaps looking for cheaper suppliers)
the pest control documentation available
keeping a clear record of guarantees (for equipment) and contracts
checking deadlines for contacts
filing in general (on time)
picking up things that fall through other Departments
dealing with e-mail enquires
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