Chaplaincy Support Coordinator

Salary

Starting salary £34,610.00 per annum

Contractual hours

36

Basis

Full time

Package

25 days holiday per year plus University closure days and Bank holidays

Job category/type

Professional Services

Date posted

25/10/2025

Job reference

SMU12390

Internal candidates only

Job Purpose:

The Chaplaincy Support Co-ordinator plays a key leadership and coordination role in developing and delivering a welcoming and inclusive Chaplaincy service that supports the pastoral, spiritual, and wellbeing needs of students and staff.

Working with the University Chaplain and the wider Vice-Chancellor's Office, the postholder leads the operational management and contributes to the strategic development of the Chaplaincy, oversees administrative, pastoral and financial planning, and ensures the efficient delivery of all Chaplaincy services and events. The postholder will have delegated authority in the Chaplain's absence and make independent judgement on the managing of daily operations and providing pastoral care and wellbeing presence on campus.

Main Duties and Responsibilities:

Operational Management

• Accountable for the effective management of the Chaplaincy budget, in liaison with the University Chaplain.
• Provides confidential administrative support for the Chaplain on a day-to-day basis including maintaining the Chaplaincy schedule and the Chaplain's diaries, managing telephone calls, arranging meetings, liaising with internal and external contacts and establishing and maintaining filing systems.
• Takes the lead where appropriate, in university-level events such as Conferences, Visiting Speakers, Masses and outreach.
• Leads the operational and financial planning of the Chaplaincy involvement in University Graduations through organising the budget, ceremonial, musical provision and other practical matters.
• Manage the Chaplaincy's annual operational planning cycle, including forecasting, reporting and evaluation of service delivery.
• Exercise delegated authority for operational decisions and pastoral support in the Chaplain's absence, ensuring continuity of service.
• Identify opportunities to develop, contributing to strategic planning and service improvement initiatives aligned with the University's mission and values.

Faith, Inclusion and Community Engagement

• Develops and maintains strong links with the academic and professional services staff.
• Coordinate and deliver multi-faith and interfaith initiatives that promote wellbeing, inclusion, and belonging across the University community.
• Act as the principal liaison between the University and partners.
• Represent the Chaplaincy on University committees, networks, and external forums, providing expertise on faith, inclusion, and wellbeing.
• Lead Chaplaincy involvement in university-wide ceremonies and events (e.g., Graduations, Welcome Week, memorial services), ensuring alignment with the University's Catholic ethos and inclusive values.

Pastoral and Welfare Support

• Welcome visitors/deal with general enquiries at the Chaplaincy centre triaging cases to Student Services as required.
• Provides a constant Chaplaincy service when the Chaplain is not present and works with the Chaplain when present.
• Provide initial pastoral care to students and staff, offering sensitive and confidential guisance and referring cases appropriately.
• Collaborate with Student Services and Equality, Diversity & Inclusion teams to ensure a joined-up approach to welfare and retention.
• Support the delivery of pastoral and reflective programmes (e.g., retreats, prayer groups, faith-based events).
• Maintain confidential records of pastoral activity and ensure compliance with safeguarding, GDPR, and welfare procedures.

Planning, Events and Outreach

• Direct the preparations for and running of Chaplaincy events and activities.
• Prepares, organises and books any other external outreach activities as required.
• Acts as operational co-ordinator for Student events to support welcome week, student retention and wellbeing (including welcome fortnight, open days, graduations).
• Lead the planning, marketing and delivery of Chaplaincy and community outreach events, including liaising with internal services (Catering, Conferencing, Estates & Campus Services).
• Evaluate event outcomes and engagement data to inform continuous improvement to the service.
• Co-ordinate and book travel arrangements and plan itineraries as directed.
• Promote Chaplaincy events and services through digital and print communications, ensuring an inclusive and engaging online presence.

Communication, Administration and Relationship Building

• Responds to routine requests and correspondence, drafting more complex correspondence for final approval or referring more complex requests as directed.
• Communicate effectively with a wide range of audiences including students, staff, senior leaders, and community partners.
• Draft and issue correspondence, reports, presentations on behalf of the Chaplaincy.
• Maintain and develop Chaplaincy communications channels, including newsletters, web content, and social media, ensuring accessibility and tone are appropriate.
• Build collaborative relationships across the University to integrate Chaplaincy activities with student experience and wellbeing initiatives.

Leadership and Development

• Supervise and support Chaplaincy volunteers providing induction and guidance.
• Identify and implement improvements contributing to the University's mission and values.
• Participate in professional development opportunities and external networks to share best practice and enhance institutional reputation.
• Work flexibly, occasionally supporting University events outside normal hours, with time off in lieu provided.

Closing date: 12th November at 23:00

Interview date to be confirmed

St Mary's University is committed to equality, diversity, and inclusion (EDI) and welcomes applications from all sections of the community. Learn more about our EDI initiatives and work as a Disability Confident employer. Please view our detailed access guide by following the link:St. Mary's University | AccessAble

Candidates must be able to demonstrate their eligibility to work in the UK in accordance with the Immigration, Asylum and Nationality Act 2006. St Mary's University is holding a work visa sponsorship licence however we will not always be able to guarantee a Skilled Worker Visa sponsorship. To avoid disappointment, please ensure you meet the requirements of the Points Based System before applying as we will not be able to provide advice on individual cases. Skilled Worker visa: Overview - GOV.UK