Solace UK welcomes you to apply for the following position(s):

Role: Administrator
Start Date: 1st August 2018
Application closing date: 15th May 2018

To apply, please read the job description and send your covering letter and CV to by the closing date. We regret we are unable to respond to each application. You will hear from us if you have been shortlisted for an interview.

Important: as part of the new Data Protection law, in your covering letter please provide a statement of consent to Solace UK using your personal information to process your job application and that you have read our privacy policy. Unfortunately, if we do not receive your consent, we will be unable to proceed with your application.

JOB DESCRIPTION: Administrator (JD04)

Official Job title: Administrator

Department: Admin Department

Location: Home based (with weekly trips to South London plus meetings a number of times a year in the London area)

Responsible to: CEO, Trustees of Solace

Responsible for: Handling queries from those who contact the Charity and deal with
administrative requests from staff and the CEO.

Purpose of role: To ensure the smooth running of the Charity by dealing with requests in a professional and timely manner.

1. Main tasks:

a. Receive calls during opening hours on the Solace Phone line: Mon-Fri 10am-11am, 8pm-9pm, Sat-Sun 8pm-
b. Manage all four email addresses:,,,
c. Complete referrals over the phone and logging information onto relevant databases.
d. Planning meetings and taking detailed minutes.
e. Collecting post from South London and replying to post.
f. Check emails regularly and respond promptly. Be clear with deadlines.
g. Ensuring all databases are up to date and backed up.
h. Ensure all updates are completed in a timely manner and records are kept clear.
i. Ensure compliance with Data Protection Act and Confidentiality as well as organisational policy and
j. Planning staff and volunteer training sessions.
k. Ensure all expenses and payments made on a Service User’s behalf are logged.
l. Arranging food vouchers or other payments on a Service User’s behalf.
m. Processing of financial applications of service users
n. Email the service user the financial form reiterating the process clearly. Sometimes financial forms
will also have to be completed over the telephone.
o. Ensure all documents are cross referenced to the financial form and checked before sending application
to Finance panel. Request any missing documents.
p. Be able to relay questions from the board. This may sometimes involve requesting further documents or
calling other involved organisations/ people directly such as landlords, home office etc.

2. Person Specifications (Essential):
a. Passionate about the mission of Solace and motivated to contribute towards the objectives of the
b. Good communication and listening skills, taking a non- judgemental and tactful approach.
c. A good telephone manner – professional yet empathetic.
d. Good interpersonal skills and emotional intelligence when dealing with service users in difficulty.
e. Extremely good organisational skills as will need to keep on top of more than five tasks at a time and
managing a multiple task load.
f. Must be able to manage pressure of the work load.
g. Ability to travel to South London weekly as well as attend meetings in other areas of London.
h. Ability to work independently from home. This involves the absolute ability to work around the hours
of the core members of staff at Solace, thus the candidate must be extremely flexible in fitting their
hours around other staff members and emergencies.

3. Person Specifications (Desirable)
a. Full UK driving licence and a car.
b. Previous experience of working in an Islamic and / or charitable organisation.
c. Previous experience of a similar Administrator role.
d. Previous experience of working with revert sisters.

4. Commitment
a. The applicant will be expected to be available during the referral line opening hours. 45 hours of commitment is required per month. Beginning wage is £10 per hour. This includes all contact time with service users, writing emails, making telephone calls and liaising with other members of staff. Full training will be provided. (Please note these number of hours are expected to increase after a few months).

As per our GOR statement and as detailed in our Equal Opportunities Policy (EOP01) this role is subject to genuine occupational requirements. The requirement is that of a Muslim woman who clearly demonstrates a commitment to following all the normative Islamic practices which include but aren’t limited to morals, manners, etiquettes, dress and worship.

Prepared by: Board of Trustees

Latest Revision: April 2018

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