Why a clear onboarding process matters

A parish employee joining without a contract, a DBS check, or a clear job description is a problem waiting to happen. The Diocese of Shrewsbury, as Trustee, expects every parish to follow the same hiring and onboarding process, whether you are appointing a parish secretary, an organist, a youth worker, or a caretaker.

This guide walks through the process from preparation to the first annual review.

Before you advertise

1. Write a job description. Use the diocesan template. Include duties, line management, hours and any safeguarding-relevant elements.
2. Confirm the pay band. The Curial Office holds standard pay bands for parish roles. Email info@dioceseofshrewsbury.org if you do not have the current banding.
3. Check the budget. The parish priest and finance committee must agree affordability before advertising.
4. Decide the contract type. Permanent, fixed-term, casual, or self-employed. Most parish roles are PAYE employees.
5. Write the person specification. Be honest about what is essential and what is desirable.

Advertising and shortlisting

Advertise on the parish website, in the newsletter and on the diocesan jobs page where appropriate. Post for at least two weeks. Shortlist against the person specification. Two people should agree the shortlist to avoid bias.

Interview and references

1. Two interviewers. Always. The parish priest plus one other, often a member of the finance or safeguarding committee.
2. A consistent set of questions. Each candidate gets the same core questions.
3. A practical task where useful. A safeguarding scenario, a typing test, a music piece, depending on the role.
4. Two written references. Take them up before issuing the offer letter.
5. Confirm right to work. Sight original documents and keep a dated copy on file.

DBS and safeguarding

Almost every parish role needs a DBS check at the appropriate level. The parish Safeguarding Representative or the Diocesan Safeguarding Office can advise. Email safeguarding@dioceseofshrewsbury.org with the role description if you are unsure of the level. Do not let the new employee start unsupervised work with children, young people or vulnerable adults until clearance is in place.

Contract and payroll

Use the diocesan template contract. It is written for parish employment and aligned to UK law. Do not draft your own. Send the contract for signature before the start date.

Parish payroll runs through the diocesan payroll service:

• PAYE income tax and National Insurance are handled centrally.
• Pension auto-enrolment is in place for eligible employees.
• Holiday pay and statutory leave are recorded on the payroll system.
• Monthly payslips are issued by the Curial Office.

For payroll set-up, email the Curial Office at curia@dioceseofshrewsbury.org or telephone 0151 652 9855. The address is 2 Park Road South, Prenton, Wirral CH43 4UX. The Diocese is the Shrewsbury Roman Catholic Diocesan Trust, registered charity 234025.

The first day

A simple first-day plan keeps things calm:

1. Welcome and tour of the parish buildings and key contacts.
2. Keys, alarm code and IT logins issued and signed for.
3. Health and safety induction, including fire procedures and first aid.
4. Safeguarding briefing by the Parish Safeguarding Representative.
5. Review of contract, job description and the first month's priorities with the line manager.

Probation and check-ins

Most parish roles carry a six-month probation. Build in monthly check-ins during probation. Keep the conversation simple: what is going well, what is hard, what support is needed. End probation with a formal review meeting and a written confirmation of the outcome.

The annual review

After the first year, set up an annual review with the parish priest. Cover:

• Achievements against the previous year's priorities.
• Priorities for the year ahead.
• Training and development needs.
• Any safeguarding refresh required.
• Wellbeing and workload.

Why this matters

Parish staff hold parish life together: from the secretary who answers the phone to the youth worker who walks alongside teenagers. Doing onboarding well honours their work and protects the parish. The Diocese is determined that all parishes for which it is responsible as Trustee will be and will remain truly worthy of the description Catholic, and that includes how we treat the people we employ.

For any question on hiring, contracts or payroll, email curia@dioceseofshrewsbury.org or telephone the Curial Office on 0151 652 9855.