Job Description

We are looking for an enthusiastic, efficient, and experienced Administrator to provide administrative support to the multi-faith Chaplaincy team. The role will involve the coordination and implementation of office procedures and will require a high degree of organisational ability and excellent working knowledge of administrative systems. The post holder will sometimes be the first point of contact and a focal point for the Chaplaincy service and will require clear communication and liaison skills. They will be responsible for managing and prioritising their own workload and will be required to use their own initiative.

The main duties of this job include:

Organising and updating of rotas across sites to ensure on-call cover is available.

Answering the telephone and monitoring voicemail across sites and liaising with site lead chaplains

Taking minutes from regular team meetings and at other meetings as required

Ensuring office equipment across the sites is in good working order.

Monitoring and ordering liturgical/stationery supply for the team as required.

Gathering monthly availability from staff for Health Roster completion

Printing of liturgical and teaching resources

Assembling monthly returns for Bank Chaplains and to assist with calculations for their remuneration.

Supporting all administration aspects of the volunteer and placement student programmes

Supporting the administrative aspects of the recruitment/induction processes

Ordering of all employment files/appraisal paperwork

Gathering statistical information for ongoing PEC reports



Ensuring that Chaplaincy website pages are regularly updated.



Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:



Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development



Widening access (anchor institution) and employability



Improving the experience of staff with disability



Improving the EDI literacy and confidence of trust staff through training and development



Making equalities mainstream



To take team meeting minutes and distribute copies to the team.

To draw up the rotas for on-call and to coordinate any changes need to the rotas.

To assist in creating/printing orders of Service/liturgical resources

To order liturgical supplies for all faiths as required

To arrange room bookings for all meetings / away-days etc

To assist the organisation of social events for chaplaincy

To gathering monthly returns from staff for Health Roster completion.

To prepare weekly staffing rotas

To maintain up-to-date lists of contact details for all Chaplains/Honorary/Bank Chaplains/ multifaith contacts

To ensure all notes from volunteers and Bank Chaplains are entered onto Millennium.

To ensure that chaplaincy website pages are updated.

To help design and to produce Chaplaincy publicity resources both printed and digital.

To ensure all telephone contacts with the department are responded to in a welcoming, sensitive, and timely way, including monitoring the voicemail across the sites and liaising with the site lead chaplains.

To monitor and respond to all generic email accounts, ensuring urgent issues are raised with the appropriate site lead chaplains.

To co-ordinate ordering and managing office supplies across the sites.

To ensure office equipment across the sites is in good working order, reporting faults as necessary.

to ensure the Chapels & Prayer Rooms are well presented and stocked with necessary resources.

To act as first point of contact for Bank staff and volunteers and to input data as necessary to the HR systems.

To coordinate submission of forms in relation to all starters and leavers.

To assist with the administration for the induction for new starters

To monitor and update staff training records.

To ensure that the offices provide a safe working environment, undertaking periodic risk assessments.

To work alongside the chaplains to ensure meeting rooms and the chapels are clean, appropriate and accessible.



To support the department in organising and running events, which may require evening and weekend working, including the production of publicity materials, orders of service and arranging of venues.

To always carry out all duties with due regard to the confidential nature of the role

To assist with registration support for Bank Chaplains

To maintain up-to-date contact list for all Bank Chaplains

To assemble monthly submissions from Bank Chaplains and assist with calculations for their remuneration.

To maintain updated supporting documentation for each hospital for Bank Chaplains

To support students in registration process for honorary contracts

To provide administrative support to all aspects of the volunteer programme, including interviewing, training, supervision etc.

To maintain the volunteer database up to date across all sites

To support Chaplaincy communications with volunteers

To assist in preparation of paperwork for all recruitment/interview processes

To ensure that all staff are up to date with stat and training.

To order employment files/ all appraisal paperwork

To ensure that all Service Level Agreements are kept up to date.

To keep up-to-date funeral finance records

To gather statistics of funerals/chaplaincy activity for each site for monthly reports

To gather statistical information for ongoing PEC reports

To maintain accurate, and records of all hospital funerals and associated invoices

To administer the production of timely and accurate invoices