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Ministry Assistant, Pastoral Care

Job Details

Grace Chapel - FRANKLIN, TN
Full Time
Admin - Clerical


General Description

The Pastoral Care Ministry Assistant position is responsible for assisting the Pastoral Care ministry with planning and organizing the needs of the ministry. This position is a full-time role that requires approximately 40 hours of work per week. The schedule of hours will be set by the Pastor and may vary based upon the needs and ongoing events of the ministry.

Essential Job Functions

  1. Collect and send out prayer requests via prayer chain emails.
  2. Answer main phone line and Pastoral Care calls.
  3. Assist Pastors in scheduling counseling appointments, booking rooms and sending reminders;
  4. Assisting with Soul Care scheduling, including rooms.
  5. Receive all prayer requests from phones, social media and our GC website. Email out prayer requests for weekly staff prayer.
  6. After Benevolence approval, creates PO’s, ensures payments are timely paid out via checks and also on-line credit card payments.
  7. Updates Charity Tracker notes regarding Benevolence.
  8. Create and update Pastoral Care documents, including counseling and benevolence files;
  9. Respond to general email inquiries for Pastoral Care ministry areas;
  10. Help plan and carry out Prayer Team Dinners including venue reservation, set up, food ordering and tear down.
  11. Updating and maintaining the Prayer Team list in Planning Center;
  12. Organizing Celebration of Life services including food planning and ordering, room set-up and reservations, coordinating and scheduling Tech needs, coordinating service program details, and service attendance.
  13. Create and maintain the communion server schedules. Coordinate communion preparation schedule with other staff and/or volunteers.
  14. Create purchase orders, expense reports, and mileage reports;
  15. Maintain budget spreadsheets;
  16. Make copies, order office supplies, and order books and materials for Pastoral Care ministry areas;
  17. Maintain Prayer Room – mints, lanyards, anointing oil, prayer cards, etc.
  18. Keep baskets stocked in the Sanctuary with Bibles, including maintaining a supply in the prayer room;
  19. Keep anointing oils filled at altar locations;
  20. Make travel arrangements for Pastors and staff as needed;
  21. Order and maintain pantry supplies for GH3. Communicate beverage needs to hospitality;
  22. Other duties and responsibilities as assigned by the Pastor.



  • A mature Christian character and a growing personal commitment to Jesus Christ.
  • Displays a high degree of discretion and confidentiality with sensitive information.
  • A high degree of emotional intelligence and stability. Able to demonstrate a cheerful, diplomatic and caring attitude.
  • Excellent written and verbal communication skills; Strong editing and proofreading skills.
  • Strong organizational skills.
  • Be a team player.
  • Proficient with office machinery: computers, internet search engines, copiers, phone systems, fax machines, Microsoft Office Suites. Able to become proficient quickly with additional computer programs and office machines as needed.
  • Comfortable and confident praying with people on the phone and in person.
  • Ability to prioritize projects and responsibilities.
  • Pays close attention to detail and is deadline-oriented.