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- Tasks: Support the Chaplaincy team with administration, events, and student engagement.
- Company: Join Heriot-Watt University, a diverse and inclusive community.
- Benefits: Enjoy 28 days holiday, competitive salary, and flexible working options.
- Why this job: Make a real difference in students' lives while developing your skills.
- Qualifications: Strong communication skills and experience in front-line services required.
- Other info: Dynamic environment with opportunities for personal and professional growth.
The predicted salary is between 26338 - 30805 £ per year.
Overview
Role: Executive Assistant – Chaplaincy
Grade and Salary: Grade 5, £26,338 - £30,805 per annum
FTE and working pattern: 1FTE, 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.
Key Duties & Responsibilities
- 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.
Essential & Desirable Criteria
Education & Qualifications
- Good educational standard with excellent spoken and written English.
Experience
- Experience in working in front-line services, assessing the appropriate response and 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 tasks and implementing new processes.
- Experience of working co-operatively and effectively within a team.
Competencies, Skills & Knowledge
- Excellent communication and interpersonal skills.
- Skills in responding to distressed or challenging customers.
- Ability to handle data and 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, inter-personal 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 co-ordinate volunteers and supervise preparation of catered events.
How to Apply
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.
About the Team
The Chaplaincy is a place of welcome and hospitality, a cultural meeting place, and a place for prayer and worship. It is essential that the Executive Assistant has a warm, welcoming personality and will easily interact with groups of students, visitors and with individuals. Part of the Student Wellbeing Service, the Chaplaincy 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 multi-cultural meeting place for mutual support and interaction. It has a key place in the University’s 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 more than 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. Discussion 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 Heriot-Watt University
At Heriot-Watt 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 well-being and inclusiveness at the heart of our global community.
Executive Assistant (Chaplaincy) employer: Heriot-Watt University Malaysia
Contact Detail:
Heriot-Watt University Malaysia Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant (Chaplaincy)
✨Tip Number 1
Network like a pro! Reach out to current or former employees at the Chaplaincy or similar roles. A friendly chat can give us insider info and maybe even a referral!
✨Tip Number 2
Prepare for the interview by researching the Chaplaincy's recent events and initiatives. Show us you’re genuinely interested in what we do and how you can contribute!
✨Tip Number 3
Practice your communication skills! As an Executive Assistant, you'll need to interact with a diverse range of people. Role-play common scenarios with a friend to boost your confidence.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, it shows us you’re serious about joining our team!
We think you need these skills to ace Executive Assistant (Chaplaincy)
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Executive Assistant role. Highlight your experience in front-line services and administrative tasks, as these are key for us at the Chaplaincy.
Craft a Compelling Cover Letter: Your cover letter should reflect your passion for supporting students and staff. Share specific examples of how you've contributed to team success or managed events, as this will resonate with our values.
Showcase Your Communication Skills: Since excellent communication is crucial for this role, ensure your written application is clear and engaging. Use a friendly tone that reflects your personality and ability to connect with diverse groups.
Apply Through Our Website: Don't forget to submit your application via the Heriot-Watt online recruitment portal. This ensures your application is processed correctly and gives you the best chance to shine!
How to prepare for a job interview at Heriot-Watt University Malaysia
✨Know the Chaplaincy Inside Out
Before your interview, take some time to research the Chaplaincy and its activities. Familiarise yourself with their events, services, and the role they play in enhancing student wellbeing. This will not only show your genuine interest but also help you answer questions more effectively.
✨Showcase Your Communication Skills
As an Executive Assistant, excellent communication is key. Prepare examples of how you've successfully interacted with diverse groups or handled challenging situations. Be ready to demonstrate your interpersonal skills during the interview, as this role requires a warm and welcoming personality.
✨Highlight Your Organisational Abilities
This position involves a lot of administrative tasks and event planning. Bring specific examples of how you've managed multiple responsibilities or organised events in the past. Discuss any tools or methods you use to stay organised, as this will reassure them of your capability to handle the workload.
✨Prepare Questions About Team Dynamics
Since you'll be working closely with a team, it's important to understand how they collaborate. Prepare thoughtful questions about team dynamics, volunteer coordination, and how the Chaplaincy supports its staff. This shows that you're not just interested in the role, but also in being a part of their community.