Please apply through our website: Assistant/
An exciting opportunity to be a part of a dynamic organisation and play your part in making Scotland a more tolerant and welcoming country.
Amina MWRC is an Equal Opportunities employer and welcomes applications from women from all diversity strands.
All women, with the relevant skills and experience and the right to work in the UK, are encouraged to apply
This Post is exempt for women only under Schedule 9, Part 1 of Equality Act 2010
Job Overview:
The purpose of the role is to provide support to senior management with organisation, scheduling, correspondence, human resources, and organising meetings. And to engage effectively with our beneficiaries. Other responsibilities will also include supporting with projects (where required), supporting with deadline compliance, and handling / storage of important documents and files.
Key Responsibilities:
Administration:
- Manage general administration across teams when required in order to support the smooth running of the office;
-Manage the CEO diary and Senior Management Team engagement requests
-Manage communication and 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;
-Develop and maintain recording and information systems in accordance with GDPR regulations, i.e. to ensure data is processed, stored, retained and deleted in accordance with GDPR and our data protection policy;
-Ensure office systems operate efficiently and effectively, including quality control of external organisational communication, and other outgoing materials;
-Promote equality, diversity and social justice in carrying out all aspects of the role, in line with the values of Amina;
-Promote a strong brand image of Amina by maintaining high standards in all communication with colleagues, partners, donors and the general public
-Contribute to the business development of the organisation e.g, assist in the production, promotion and marketing of Amina MWRC’s publications and products.
-Support the introduction and development of administration systems.
-Provide administrative support to projects and Office Manager.
Human Resource Duties:
-Support Office Manager with the management of personnel activities including recruitment, induction, maintaining holiday and absence/sick leave records.
-Book / coordinating staff training
Meetings /Event Management:
-Book meeting / event rooms
-Manage logistics e.g. visual / IT, transport etc.
-Manage participant registration
-Take notes at meetings and events
Job Specification:
- At least 1 year of strong experience of administration and developing and maintaining effective office systems and procedures.
-Strong, demonstrable working knowledge of ICT systems including MS Excel, MS Word, MS Power point.
-Strong demonstrable written communication skills
-Ability to work on own initiative
-Proactive approach to problem-solving with strong decision-making skills.
-Strong demonstrable verbal communication and interpersonal skills.
-An ability to prioritise, plan, organise work, manage competing priorities and meet deadlines
-Methodical approach and strong attention to detail
-Enthusiastic team player, with a commitment to providing a high quality service
-Willingness to work flexibly in response to changing organisational requirements
-Interest in social justice and equalities issues