Job Vacancy
Administrative Assistant
PLEASE ONLY APPLY IF YOU HAVE THE RIGHT TO WORK IN THE UK
Reports to: Director
Role Purpose
To provide comprehensive and effective secretarial service for the Edinburgh Central Mosque
Responsibilities
- Serve as the main point of contact for visitors and inquiries.
- Receive, direct, and relay telephone messages, ensuring adequate messages are taken when necessary.
- Manage mail and deliveries; prepare, sort, and dispatch outgoing mail.
- Handle external correspondence.
- Liaise with external regulators and advisors, such as lawyers and auditors, as directed.
- Coordinate with the finance department to facilitate payments for invoices through Bankline, ensuring accuracy and timely processing.
- Monitor bank statements to confirm successful payment transactions.
- Update and mark invoices as paid in the Xero accounting software upon receipt of payment confirmation.
- Oversee the bookkeeper’s work, ensuring compliance with financial policies, procedures, and accurate recording of transactions.
- Provide guidance and training to the bookkeeping team for ongoing improvement in financial processes.
- Generate periodic reports on payment status, invoice tracking, and financial performance for management review.
- Assist in preparing financial statements, budgets, and forecasts by supplying accurate financial data.
- Ensure compliance with Mosque Financial Policies and regulatory requirements related to financial transactions and reporting.
- Type, prepare, and collate reports.
- Respond to public inquiries, issues, and complaints, directing them to the appropriate department or personnel.
- Manage room and facility booking requests and coordinate effective use of premises.
- Maintain and update relevant databases.
- Foster positive and professional relationships with colleagues and visitors.
- Assist in planning and organizing meetings, conferences, and teleconferences.
- Attend all relevant staff meetings, record minutes, and distribute them as necessary.
- Order necessary office supplies.
- Act as a liaison between professionals within the office.
- Conduct research and develop presentations when required.
- Participate in planning, organizing, and executing events and projects.
- Draft letters and emails on behalf of office staff.
- Perform any other related tasks assigned by the Direct or Line Manager.
Employment is on a full-time basis at 40 hours per week Monday – Friday. Due to the nature of the role, working evenings and/or weekends may be required from time to time throughout the year to ensure continued operations of the organisation and provision of services to the community.
Remuneration: variable based on qualifications and experience.
Interested applicants should fill out the attached application form and send it along with an updated CV including relevant employment and educational background, in addition to contact details of two references to [email protected]
Please Note:
The position will be filled as soon as a suitable candidate is found.