Amina MWRC – Administration Assistant Job Ref. LTU034

Job Description: Administration Assistant (Glasgow)

Due to the nature of the duties of this post, it is reserved for women only under Schedule 9, Part 1 of the Equality Act 2010.

These vacancies are only available through No One Left Behind LTU programme. All applicants MUST be resident in Glasgow, aged 25 years plus and 12 months or more out of work and not in education or training and who would, without significant investment, struggle to secure/sustain employment and experiencing additional barriers to securing employment e.g. carer, BAME, disability etc.

Amina MWRC is an equal opportunities employer and is strongly committed to increasing employment opportunities for Black minority ethnic (BME) women and women with disabilities. If you need any special arrangements to be in place should you be called for interview, please let us know when you apply so that we can organise this.

The application form should be typed and emailed to recruitment@mwrc.org.uk, with the subject heading of your email noted as the job title.

The closing date for applications is Sunday 11th September 2022.

 Interviews will most likely be held on Monday 19th September 2022.

 

Hours of work:            30 hours per week

Salary:                         £18,018 per annum pro rata (35hrs fte)

Location:                     Amina Glasgow office or hybrid

Holidays:                     37.5 days per annum – pro rata (inclusive of public holidays)

Pension:                      Mandatory group pension scheme based on employer contributions of 5% plus additional employee contributions

Reporting to:               Administration Officer

Contract:                     Fixed term for 6 months from start date

 

Background

Amina MWRC is a national organisation that works with Muslim, Black and minority ethnic women by giving them opportunities to have their voices heard, through different projects. Our service users improve their skills and become more confident in participating within their own, and wider communities.

 

Main Function:

To undertake the full range of administrative duties including reception duties; utilising a full range of IT applications; and other duties as required. To provide administrative support to Amina Projects, Administration Officers and Office Manager

 

Specific Duties:

The Administration Assistant will be expected to on a day-to-day basis:

  • Provide a reception function to in-person and telephone callers, including answering simple queries and explaining different activities taking place at Amina, and directing relevant queries to concerned staff.
  • Ensure office systems operate efficiently and effectively, including quality control of external organisational communication, and other outgoing materials from Amina MWRC.
  • Ensure office physical and electronic filing systems, are in line with Amina’s GDPR compliance requirements, are created and maintained in an in an easy-to-use and organised format.
  • Carry out a range of digital tasks, including word processing, database updating and management, internet searches.
  • Office stationery stock maintenance.
  • Minute and note taking as required.
  • Set up meetings (physical and digital – Zoom/Teams) and appointments for staff including organising travel arrangements etc.
  • Organise administrative arrangements for conferences, seminars, and other events, such as booking venue hire, catering, maintaining attendee registers (physical and online such as Eventbrite), and contacting attendees.
  • Contribute to the business development of the organisation e.g, assist in the production, promotion and marketing of Amina MWRC’s publications and products.
  • Provide administrative support to Amina Projects, Administration Officers and Office Manager.
  • Support the introduction and development of administration systems.
  • Demonstrate an active commitment towards equal opportunities and anti-discriminatory practice.
  • Deal with information in a confidential manner and respond with sensitivity to the opinions of others.
  • Any other relevant tasks, in line with the role.
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