MUSLIM AID

JOB DESCRIPTION

PROGRAMME ASSISTANT

(RAINBOW FAMILY PROGRAMME)

Responsible to: Rainbow Family Programme Manager

Purpose of the Post

To provide a comprehensive administrative support service toMuslim Aid’s Rainbow Familychild sponsorship programme.

Key Accountabilities

  1. To develop, maintain and review administrative systems to achieve maximum efficiency across the department.
  2. To analyse and check ‘Child Detail Forms’ to ensure selected children are eligible for sponsorship in line with the Child selection criteria. Liaise with offices to request any missing information/documents.
  3. To use Muslim Aid’s company software for data entry to include uploading child information on to the system ready for sponsorship.
  4. To allocate donors to children following the processing of yearly donations and Direct Debits.
  5. To follow administrative procedures to maintain spreadsheets and records in an accurate manner.
  6. To work closely with Supporter Services on any Donation queries with regards to Rainbow Family payments.
  7. To contact donors when sponsorship renewals are due at the end of a yearly payment.
  8. To deal with all donor queries through verbal and written communication in a professional and timely manner ensuring that high standard of donor care is provided at all times.
  9. To maintain good communication links between selected offices with regards to all aspects of child sponsorships.
  10. To send requests to offices with regards to child sponsorship including donor reports; financial reports and donor correspondence.
  11. To analyse financial expense recordings from offices and to assist Programme Manager and Programme Officer with preparing payments for each office.
  12. To assist in maintaining donor – child relationship so that donors get a quality service in child sponsorship. This includes screening all correspondence, translating if necessary and forwarding to the donor/child.
  13. To ensure that all donor information and reports are of the highest quality and are submitted in a timely fashion.
  14. To assist the Programme Manager on administrating donor funded projects as and when required.
  15. To review child related project proposals and provide feedback to Programme Manager and Regional Desk Coordinators.
  16. To assist in the monitoring and evaluation of the programme by requesting and analysing quarterly activity reports from implementing offices.
  17. To peer review programme and departmental files as per schedule.
  18. To act as departmental reception, responding to queries from organisation / individuals, and donors taking messages and passing call to colleagues as appropriate.
  19. To open, sort and log departmental mail.
  20. To undertake programme filing and maintenance of records using computerised systems and the archive / filing system as appropriate
  1. To represent Muslim Aid in a professional and appropriate manner at all times.
  2. To produce professional documents to the required standard and use ICT to gather and present data.
  3. To ensure the consistent application of company standards and policies as they apply to the conduct of this role.
  4. To work flexibly as necessary to ensure the efficient and effective delivery of services.
  5. Any other duties that commensurate with the accountabilities of the post.

MUSLIM AID

ADMINISTRATION ASSISTANT

(RAINBOW FAMILY)

(E) = Essential(D) = Desirable

Qualification

a)Educated to GCSE level English and Maths or equivalent. (E)

b)Educated to A Level standard. (D)

Experience

c)Experience of working within an office environment.(E)

d)Experience of maintaining office administration and record keeping systems.(E)

e)Experience of working in a similar role in a charity organisation. (D)

Knowledge

f)Knowledge of office systems and practice. (E)

g)Sensitive to the needs of BME and Multi-Faith communities. (E)

h)Knowledge of child sponsorship programmes in charities. (D)

Skills

i)Strong administration skills.(E)

j)Strong IT skills especially in Excel, Word and Outlook

k)Strong organisation skills. (E)

l)Strong analytical skills. (E)

m)Strong eye for detail. (E)

n)Strong data entry skills. (E)

o)Excellent communication and interpersonal skills. (E)

p)Good report writing skills. (D)

Ability

q)To communicate effectively with all stakeholders. (E)

r)Ability to manage time and workload effectively. (E)

s)To work under pressure to agreed deadline and adapt to change(E)

t)Ability to work independently and as part of a team. (E)

u)Ability to work unsociable hours during peak campaigns. (E)

v)Ability to learn to use new software effectively.(E)

w)Ability to compile data for reports.(E)

Commitment

  1. Sympathetic with the aims and objectives of Muslim Aid
  2. Commitment to equality of opportunity and diversity
  3. Hard working and self motivating

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