Executive Assistant; Chaplaincy

Overview

Role: Executive Assistant – Chaplaincy

Grade and Salary: Grade 5, £26,338 - £30,805 per annum

FTE and working pattern: 1

FTE, 35hrs per week, Monday - Friday

Holiday Entitlement
: 28 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)

Responsible to: The University Chaplain

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.

• 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.
• 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
• 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 and other outreach events as may be organised
• Responsible for kitchen hygiene for Chaplaincy events (excluding when the Chaplaincy Cook is on site)
• General administrative duties:
  Scanning, filing, photocopying, maintaining Chaplaincy noticeboards, preparation for Sunday services, Chaplaincy trips and other general clerical duties
• Financial reporting: prepare simple income/expenditure reports on Chaplaincy trips and meals
• Volunteers: recruiting and equipping volunteers for various events run by Chaplaincy
• Undertake continuing professional development as appropriate
• Undertake other tasks and responsibilities as requested by the Chaplain or nominee.

Education & Qualifications

Experience

Competencies, Skills & Knowledge

Please submit your CV & covering letter via the Heriot-Watt on-line recruitment.

Applications can be submitted up to midnight (UK time) on Sunday 12th April 2026.

We expect shortlisting to be complete by 16th April, Interviews are expected to take place on 23rd April 2026.

We welcome and will consider flexible working patterns e.g. part-time working and job share options.

Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected,…