Purpose of Role
This post plays a key role in delivering a front-line service to students and staff.
You will work in a team consisting of the Chaplain, Executive Assistant, Chaplaincy International Worker, part-time Muslim Chaplain, part-time 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 regulations and kitchen cleanliness. You 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
1. Shared responsibility for the day-to- day organization of the Chaplaincy, responding to enquiries from students, staff, residents or the general public regarding the use of the facilities.
2. Assist with planning, organising and publicising the Welcome Week programmes, Pots and Pans Recycling and major annual events such as the Christmas Carol celebration, Anniversary Church Service and Annual Public Lecture
3. Publicity: prepare and ensure accurate information about Chaplaincy activities and events is published on all digital platforms including HWU website, Facebook and Instagram
4. Hospitality: contribute to student support initiatives including cake and coffee sessions and other outreach events as may be organised
5. Responsible for kitchen hygiene for Chaplaincy events (excluding when the Chaplaincy Cook is on site)
6. General administrative duties: Scanning, filing, photocopying, maintaining Chaplaincy noticeboards, preparation for Sunday services, Chaplaincy trips and other general clerical duties
7. Financial reporting: prepare simple income/expenditure reports on Chaplaincy trips and meals
8. Volunteers: recruiting and equipping volunteers for various events run by Chaplaincy
9. Undertake continuing professional development as appropriate
10. Undertake other tasks and responsibilities as requested by the Chaplain or nominee.
Essential & Desirable Criteria
Education & Qualifications
11. Good educational standard with excellent spoken and written English
Experience
12. Experience in working in front-line services, assessing the appropriate response and providing advice, information and guidance on a range of issues
13. Experience in handling confidential/sensitive information
14. Experience in carrying out a wide range of administrative tasks and implementing new processes
15. Experience of working co-operatively and effectively within a team
Competencies, Skills & Knowledge
16. Excellent communication and interpersonal skills
17. Skills in responding to distressed or challenging customers
18. Ability to handle data and written text with accuracy and attention to detail
19. Excellent working knowledge of Microsoft Office, Publisher and or Canva and skills in using social media and updating web pages
20. Excellent organisational, communication, inter-personal and networking skills
21. Outstanding customer service skills, dealing with a broad range of students and staff
22. Excellent cultural awareness and a commitment to ensuring a sensitive and flexible service
23. Respectful of different religious beliefs
24. Ability to co-ordinate volunteers and supervise preparation of catered events