Executive Assistant - Chaplaincy
Executive Assistant - Chaplaincy
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Job Description
Role:Executive Assistant Chaplaincy
Grade and Salary: Gradeper annum
FTE and working pattern: 1FTE 35hrs per week Monday Friday
Holiday Entitlement: 28 days annual leaveplus 9 buildings closed days (and Christmas Eve when it falls on a weekday)
Purpose of Role
This post plays a key role in delivering afrontline service to students and staff.
You will work in a team consisting of the Chaplain Executive Assistant Chaplaincy International Worker parttime Muslim Chaplain parttime cook plus two student residents who reside in the building and several volunteers. You will contribute to the hospitality offered throughout the week including catering activities ensuring compliance with food hygiene will be responsible for the administrative work of the Chaplaincy e.g. databases diaries publicity purchasing bookings website and social media preparing items for print and the operational side of events and the Chaplaincy itself.
Key Duties & Responsibilities
- Shared responsibility for the dayto day organization of the Chaplaincy responding to enquiries from students staff residents or the general public regarding the use of the facilities.
- Assist with planning organising and publicising the Welcome Week programmes and major annual events such as the Christmas Carol celebration Anniversary Church Service and Annual Public Lecture
- Publicity: prepare and ensure accurate information about Chaplaincy activities and events is published on all digital platforms including HWU website Facebook and Instagram
- Hospitality: contribute to student support initiatives including cake and coffee sessions International Womens Group and other outreach events as may be organised
- Responsible for kitchen hygiene for Chaplaincy events (excluding Wednesday meals)
- General administrative duties: Scanning filing photocopying maintaining Chaplaincy noticeboards preparation for Sunday services and other general clerical duties
- Financial reporting: prepare simple income/expenditure reports on Chaplaincy trips and meals
- Undertake continuing professional development as appropriate
- Undertake other tasks and responsibilities as requested by the Chaplain or nominee.
Essential & Desirable Criteria
Education & Qualifications
- Good educational standard with excellent spoken and written English
Experience
- Experience in working in frontline services assessing the appropriateresponseand providing advice information and guidance on a range of issues
- Experience in handling confidential/sensitive information
- Experience in carrying out a wide range of administrative tasksand implementing new processes
- Experience of working cooperatively and effectively within a team
Competencies Skills & Knowledge
- Excellent communicationandinterpersonal skills
- Skills in responding to distressed or challenging customers
- Ability to handle dataand written text with accuracy and attention to detail
- Excellent working knowledge of Microsoft Office Publisher and or Canva and skills in using social media and updating web pages
- Excellent organisational communication and networking skills
- Outstanding customer service skills dealing with a broad range of students and staff
- Excellent cultural awareness and a commitment to ensuring a sensitive and flexible service
- Respectful of different religious beliefs
- Ability to coordinate volunteers and supervise preparation ofcatered events
How to Apply
Applications can be submitted up to midnight(UK time)on Sunday 18th May 2025.
Pleasesubmit your CV & covering letter via the HeriotWatt online recruitment.
We welcome and will consider flexible working patterns e.g. parttime working and job share options.
HeriotWattUniversity is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected trained promoted appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.
HeriotWattUniversity values diversity across our university community and welcomes applications from all sectors of society particularly from underrepresented groups. For more information please see our website also our awardwinning work in Disability Inclusive Science Careers our total rewards calculator: see the value of benefits provided by HeriotWatt University.
About the Team
The Chaplaincy is a place of welcome and hospitality a cultural meeting place and a place for prayer and worship.
Part of the Student Wellbeing Service it is based in its own premises at the Edinburgh campus where there are approximately 9000 students. The purpose of the Chaplaincy is to enhance the student experience by promoting spiritual and social wellbeing to people of all faiths and no religious faith and by providing a multicultural meeting place for mutual support and interaction. It has a key place in the Universitys Strategy of Building Flourishing Communities. It plays a key role in delivering events that form part of the student experience and in particular for our international students.
The Chaplaincy building is used for a wide variety of spiritual and social activities and events and is run by a team of staff and volunteers. Some of the key activities taking place in the building or organised by the Chaplaincy are as follows:
- A soup lunch on Tuesday and a weekly meal on Wednesday evenings caters for 70 students
- Worship provision a Sunday service is held each week
- Social and cultural events (some run by the Chaplaincy and others by student or staff groups)
- Regular weekly groups e.g. International Womens Group
- Trips to the Scottish countryside for international students
- Distribution of kitchen equipment at beginning of semesters
- Major university events such as the Anniversary Church Service Annual Public Lecture and Christmas Carol Celebration
About HeriotWatt University
At HeriotWatt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.
Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with wellbeing and inclusiveness at the heart of our global community.
Employment Type
Full-Time
