Administration Officer

Job Title: Administration Officer
Reports to: Head of Foundation
Location: The Maqam Centre, London, NW10 3HJ
Contract: Permanent
Salary level: £30,000 - £35,000 + benefits

Role purpose

To provide efficient, high-quality administrative and communications support to the Foundation and its Head of Foundation. The Administrative Officer will act as a central point of contact for internal and external enquiries, oversee day-to-day office administration, manage correspondence, and support the Foundation’s communications, events, and compliance activities.

This role requires excellent organisational and communication skills, attention to detail, and the ability to work independently and collaboratively to support the smooth running of the Foundation.

Key duties and responsibilities

Administration and office support

·         Act as the first point of contact (phone, email, in-person) for enquiries, providing professional and courteous service.

·         Manage correspondence, including drafting, proofreading, and responding to routine communications.

·         Maintain accurate records, filing systems, and databases.

·         Support scheduling, diary management, and meeting coordination for the Head of Foundation.

·         Prepare agendas, take accurate minutes, and circulate papers for meetings.

·         Support the efficient day-to-day running of the office, including supplies and equipment, contact records, travel arrangements, and liaison with service providers.

Communications and publicity

·         Support the preparation and publication of content for the Foundation’s website and social media channels.

·         Draft and proofread communications, newsletters, and publicity materials.

·         Maintain a consistent, professional tone across digital platforms.

·         Assist with monitoring engagement and reporting on communications activity (as required).

Events and coordination

·         Provide logistical and administrative support for events, workshops, and meetings.

·         Assist with planning and delivery of Foundation events under the guidance of the Head of Foundation.

·         Liaise with suppliers, venues, and participants to ensure smooth event operations.

Compliance and charity support

·         Support the Head of Foundation in maintaining charity compliance records and documentation.

·         Assist with drafting and maintaining policies and procedures as required.

·         Undertake basic research and reporting to support Foundation governance.

Person specification

Essential:

·         Strong administrative experience in a professional office or charity/education setting.

·         Excellent organisational skills and attention to detail.

·         Confident communicator, both written and verbal.

·         Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and ability to learn new systems quickly.

·         Experience with social media platforms and website content management.

·         Proven ability to draft clear, accurate minutes and reports.

·         Ability to manage competing priorities and work independently.

·         Professional, discreet, and reliable.

Desirable:

·         Experience supporting events and project delivery.

·         Knowledge of charity governance and compliance.

·         Interest in education, interfaith work, or charitable initiatives.

Review and development

The post holder will be subject to an annual performance review with the Head of Foundation, and ongoing professional development will be encouraged.