Lewisham and Greenwich NHS Trust

Chaplaincy Administrator

The closing date is 24 November 2025

Job summary

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.

Main duties of the job

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.

About us

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

Date posted

11 November 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum plus HCA (pro rata for part time)

Contract

Permanent

Working pattern

Part-time

Reference number

197-HF7373-A

Job locations

Lewisham and Greenwich NHS Trust

University hospital Lewisham

London

SE13 6LH

Job description

Job responsibilities

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

Job description

Job responsibilities

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

Person Specification

Qualifications

Essential

NVQ Level 4 qualification or equivalent including good standard of English and Maths
NVQ 4 level in business, administrative discipline or equivalent

Desirable

Word processing - Qualified to RSA II/NVQ level 3 or Equivalent qualification/demonstrable skills (60+ wpm at 95%accuracy).

Experience

Essential

Demonstrable experience in an office administrator role or equivalent including diary management, dealing with correspondence/enquiries, preparation of meeting papers and general administrative duties.
Experience for working with patients, families, and staff, forming good relationships.
Experience of working with senior staff within a multi-cultural, multi-faith environment.
Experience of successfully working within tight time frames and to deadlines.
Experience of working on own intiative and as part of a team.

Desirable

Hands on IT experience of database packages including Millennium.
Working in a healthcare setting
Working in a chaplaincy setting.

Skills

Essential

Advanced keyboard skills with proven speed and accuracy.
Strong communication skills an excellent telephone manner and a good command of English, punctuation, and grammar
Excellent organisational skills with the ability to manage the time of self, prioritising tasks to meet challenging deadlines.
Ability to relate sensitively to a wide range of people, some of whom may be distressed.

Desirable

Ability to work across all sites, when required (only two sites).
Ability to move and handle objects 2-5 kg

Knowledge

Essential

A good working knowledge of Microsoft packages (eg Outlook, Word, Powerpoint, and Excel)
Awareness of Data Protection legislation and appreciation of the need for discretion and confidentiality in the workplace

Person Specification

Qualifications

Essential

NVQ Level 4 qualification or equivalent including good standard of English and Maths
NVQ 4 level in business, administrative discipline or equivalent

Desirable

Word processing - Qualified to RSA II/NVQ level 3 or Equivalent qualification/demonstrable skills (60+ wpm at 95%accuracy).

Experience

Essential

Demonstrable experience in an office administrator role or equivalent including diary management, dealing with correspondence/enquiries, preparation of meeting papers and general administrative duties.
Experience for working with patients, families, and staff, forming good relationships.
Experience of working with senior staff within a multi-cultural, multi-faith environment.
Experience of successfully working within tight time frames and to deadlines.
Experience of working on own intiative and as part of a team.

Desirable

Hands on IT experience of database packages including Millennium.
Working in a healthcare setting
Working in a chaplaincy setting.

Skills

Essential

Advanced keyboard skills with proven speed and accuracy.
Strong communication skills an excellent telephone manner and a good command of English, punctuation, and grammar
Excellent organisational skills with the ability to manage the time of self, prioritising tasks to meet challenging deadlines.
Ability to relate sensitively to a wide range of people, some of whom may be distressed.

Desirable

Ability to work across all sites, when required (only two sites).
Ability to move and handle objects 2-5 kg

Knowledge

Essential

A good working knowledge of Microsoft packages (eg Outlook, Word, Powerpoint, and Excel)
Awareness of Data Protection legislation and appreciation of the need for discretion and confidentiality in the workplace

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

Certificate of Sponsorship

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

Lewisham and Greenwich NHS Trust

University hospital Lewisham

London

SE13 6LH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

Lewisham and Greenwich NHS Trust

University hospital Lewisham

London

SE13 6LH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)