Specialist Administrative Support to the Board of Trustees
Vacancy Reference
SASBOT/BOT/UK-R1
Position Title
Specialist Administrative Support to the Board of Trustees
Type
Full-Time
Duration
12-Months’ Fixed-Term Contract (with a 6-Month Probationary Period, Extendable and Renewable)
Hours
35 hours per week
Based at
Nottingham, UK
(Up to) £53,000.00 per annum (commensurate with experience)
Notes
Role Overview:
Muslim Hands UK is seeking a proactive, professional and experienced Administrator to support the efficient and effective functioning of our Board of Trustees. In this key role, you will collaborate closely with the Chair, Trustees, and Senior Leadership Team to ensure the smooth delivery of board meetings, maintain compliance with governance requirements and facilitate clear, timely communication with stakeholders.
To succeed in this position, you should have experience in an administrative or governance support role, demonstrate excellent communication and time management skills, and be able to exercise a high degree of discretion and tact. Ideally, you will have working knowledge of UK regulatory requirements with a particular appreciation of charity regulation.
Application Process & Closing Date:
Send an up-to-date CV and supporting Covering Letter by Email by no later than 4th May 2025
Approx. Interview & Role Commencement Date(s):
· Interviews:As and when strong candidates are identified
· Start:ASAP thereafter
Location:
Hybridand Muslim Hands, 148 – 164 Gregory Boulevard, Gregory House, Nottingham, NG7 5JE
Application Process & Closing Date:
Send an up-to-date CV and supporting Covering Letter by Email by no later than31st May 2025
Note:Strong Applicants may be contacted sooner, ahead of the closing date, to hold either a ‘In-Person’ or Online Interview (via MS Teams, Zoom or Skype) with Muslim Hands; therefore, please familiarise yourself with MS Teams, Zoom or Skype prior to submitting your Application.
* Schedule board meetings and issue calendar invites.
* Prepare and circulate agendas, board packs, and briefing documents.
* Coordinate all logistical arrangements, including venue booking, equipment setup, catering, and virtual meeting links.
Minute Taking and Record Keeping
* Attend board meetings to accurately minute discussions, decisions, and action points.
* Distribute draft and final minutes promptly.
* Maintain secure, well-organized records of all board-related documents, including past minutes, reports, and correspondence.
Follow-Up on Actions
* Monitor agreed action points and follow up with responsible parties.
* Ensure deadlines for board decisions, submissions, or reports are met.
Liaison and Communication
* Serve as the communication link between board members and the senior management team.
* Ensure board members receive timely updates, responses, and supporting materials.
* Assist the board in identifying and securing external legal or professional support for sensitive matters such as whistleblowing, grievances, or employment-related issues.
Compliance and Governance Support
* Ensure board procedures adhere to legal, regulatory, and internal governance standards.
* Support the onboarding of new board members, including preparation of induction packs and coordination of initial training.
* Assist the board in reviewing draft policies prior to final approval
* Read and understand lengthy executive reports to summarise or explain as needed.
* Support the review of annual accounts, the Charity Commission’s annual return, confirmation statements, and any other regulatory submissions before they are filed.
Document Drafting and Review
* Draft letters, reports, and formal communications on behalf of the board.
* Review, proofread, and format documents to ensure clarity, accuracy, and professionalism.
Administrative Support
* Manage the board’s calendar, including meeting schedules, travel logistics, and expense claims.
* Maintain up-to-date records of board member terms, conflicts of interest, and declarations.
* Remind senior management to provide any previously requested information to the board.
* Provide administrative support for board recruitment processes.
Other Board-Related Tasks
* Carry out any other clerical or administrative tasks required by the board from time to time, in line with its evolving needs and responsibilities.
* To promote and adhere to all Muslim Hands’ Policies and Codes of Practices.
* Ability to demonstrate current eligibility to work within the United Kingdom
* Provide a valid Disclosure Barring Service (DBS) certificate (issued within the last year) when requested by Muslim Hands; OR
* Undertake to provide full cooperation for Muslim Hands to perform a DBS Check at the required level appropriate for this / similar role.
* Degree-level education or equivalent experience
* Degree-level education or equivalent experience
* Minimum of 5 years’ experience in a senior administrative, governance, or board support role
* Proven track record of working with Boards, Trustees, or senior leadership teams in a complex organisation
* Experience preparing board papers, taking formal minutes, and supporting compliance with governance or legal standards
* Demonstrated experience managing confidential matters with discretion and professionalism
* Excellent written and verbal communication skills, with the ability to produce highquality formal documents
* Strong time management and organisational skills, with the ability to work autonomously and manage multiple priorities
* High level of attention to detail and accuracy in all aspects of work
* Proficiency in Microsoft Office and board portal or virtual meeting platforms (e.g. Zoom, Teams, SharePoint)
* Sound judgement and problem-solving skills, with a proactive and solutions-focused approach
* Chartered Governance qualification (fully or part-qualified) or similar accreditation
* Experience working within a charity or regulated environment, with a solid understanding of Charity Commission and Companies House requirements
* Experience supporting policy development, board recruitment, and Trustee induction
* Knowledge of key compliance issues, including data protection (GDPR), whistleblowing, and safeguarding
* Familiarity with interpreting and summarising complex reports, including financial or legal documentation
About Muslim Hands
Muslim Hands is an international aid agency and NGO dedicated to providing humanitarian assistance, sustainable development, and education to communities in need worldwide. With a presence in over 40 countries, we strive to alleviate poverty, empower marginalised individuals, and respond to emergency situations with compassion and expertise.
Established in 1993, Muslim Hands is an aid agency and NGO helping those affected by poverty, conflict and natural disaster in over 20 countries worldwide.
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