Receptionist/administrative Assistant

**JOB OUTLINE**

As ILM Centre and Mosques officially opens and continues to expand, we are now seeking to hire an Administrative Assistant to join our dynamic and forward-thinking team.

The Administrative Assistant is responsible for providing a professional and welcoming front of house service, acting as the first point of contact for worshippers & visitors in line with ILM Centre & Mosque values, image and policies and in providing administrative support. This role is vital in ensuring the smooth-running of ILM Centre & Mosque.

The Administrative Assistant will be required to support our team in maintaining an inspiring and efficient working environment, complying with health and safety requirements, role modelling environmentally friendly practices and undertaking administrative and facilities-based tasks as required.

**KEY RESPONSIBILITIES**

**General**
- Act as a first point of contact for all visitors, welcome them courteously and professionally and look after them until they are collected by staff.
- To promote a welcoming environment to visitors, having regard to security requirements of the ILM Centre & Mosque and deal with members of the public in accordance with our policies.
- Ensure the mosque, but particularly the ILM UK office & reception area is always presentable and clear of any Health and Safety concerns.
- Liaising with staff at all levels, community groups & other external agencies, as and when required.
- Ensuring visitors sign in.
- Receiving and checking of deliveries.
- To distribute internal and external posts.
- Participate in training and other learning activities and performance development as required.

**Administrative**
- Answering donor enquiries and relaying accurate messages as appropriate.
- Recording minutes of meetings
- Must be proficient in IT skills, especially Microsoft Office and be willing to learn and be trained on any charity related softwares and reports.

**Events & Activities**
- Assist with preparation for various events, including fundraisers
- Assist in communication, coordinating activities and opportunities with volunteers.
- Provide tours if/when required (training will be provided).

**Education/Madrasah**
- To undertake, with professionalism and confidentiality, madrasa pupil welfare duties: looking after unwell pupils until parents/carers arrive to collect.

**KEY REQUIREMENTS**
- Fluent in English (spoken and written) and preferably Urdu/Gujarati/Punjabi
- Must hold the unrestricted right to work in the UK.
- A good, basic level of education.
- Commitment to working respectfully with different cultures & diverse backgrounds.
- Knowledge of administrative practices and procedures.
- Familiarity with data management and GDPR.
- Commitment to the aims and ethos of ILM Centre & Mosque.

**PERSONAL SPECIFICATION**
- Excellent interpersonal skills with colleagues, community members, visitors & external agencies.
- Ability to work well with colleagues at different levels and as part of a team on cross-department projects.
- Excellent customer service skills.
- Excellent telephone communication skills.
- Professional appearance and attire are essential.
- Strong time management and organisational skills.
- Meticulous eye for detail and accuracy.
- Excellent verbal and written communication skills.
- Ability to remain calm and composed under pressure.
- Ability to deal with any concerns/ complaints professionally, following procedures.
- Strong work ethic, ambitious and motivated.
- Ability to multitask whilst prioritising work.
- Proactive approach to work and the ability to work independently.
- Growth oriented in relation to work and personal performance.
- Commitment to own professional development.
- This job description is not intended to be either prescriptive or exhaustive. It is issued as a framework to outline the main areas of responsibility at the time of writing. _

**Job Types**: Part-time, Permanent

Pay: £12.00 per hour

Expected hours: 20 per week

**Benefits**:

- On-site parking

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 28/10/2024
Reference ID: ILM-AA2024