Reports to: Founder/Management
Working Arrangement: Office-based
About SAF
Simbiat Ashabi Foundation is a women-centred organisation committed to Helping Women Thrive through practical empowerment, skills development, wellbeing support, community initiatives and opportunities that enable women to build more sustainable futures.
Role Purpose
The Receptionist/Administrative Assistant will be the first point of contact for visitors, beneficiaries, partners and members of the public contacting SAF.
The role will also provide day-to-day administrative support to ensure that the SAF office is professional, organised, welcoming and runs efficiently.
Key Responsibilities
Reception & Communication
- Welcome visitors professionally and identify the purpose of their visit.
- Answer and respond appropriately to telephone, WhatsApp and general enquiries.
- Direct enquiries to the appropriate member of the SAF team.
- Receive messages and ensure they are passed on promptly.
- Maintain a professional and welcoming reception environment.
- Provide basic information about SAF's programmes and activities.
Administration
- Maintain organised electronic and paper records.
- Assist with correspondence, letters, forms and other administrative documents.
- Maintain appointment, visitor and enquiry records.
- Assist with registration for SAF programmes, training and events.
- Keep beneficiary and participant information accurately recorded and confidential.
- Support preparation of attendance sheets, feedback forms and programme documentation.
- Assist with printing, photocopying, scanning and filing.
- Monitor office stationery and supplies and report when replacements are required.
Programme & Community Support
- Assist with communication with beneficiaries attending SAF programmes.
- Send reminders regarding training, appointments, meetings and events when required.
- Support the organisation of workshops, training programmes and community activities.
- Assist with collecting attendance and feedback information for programme monitoring.
- Help ensure the office/training space is prepared before meetings and programmes.
- Provide administrative support to projects such as Stitching Dreams and future SAF empowerment initiatives.
Office Coordination
- Maintain the visitor register and ensure visitors are appropriately attended to.
- Receive deliveries and correspondence.
- Help maintain a clean, organised and professional office environment.
- Report maintenance, security or facility issues promptly.
- Liaise appropriately with suppliers and service providers when requested.
- Support the Founder and other SAF team members with reasonable administrative duties.
Person Specification
The successful candidate should have:
- Minimum OND/NCE or equivalent qualification; HND/Bachelor's degree is an advantage.
- Previous receptionist, customer service or administrative experience is desirable.
- Good spoken and written English.
- Good interpersonal and customer-service skills.
- Basic computer skills, including Microsoft Word, email and internet use.
- Confidence using WhatsApp for professional communication.
- Good organisational and record-keeping skills.
- Ability to work independently and follow instructions.
- Professional appearance and manner.
- Punctuality, reliability and attention to detail.
- Ability to handle confidential information appropriately.
- A positive attitude towards women's empowerment and community development.
Personal Qualities
We are particularly looking for someone who is warm, organised, responsible and proactive.
The person should not need constant supervision to complete routine responsibilities. She/he should be able to notice what needs doing, take appropriate action and follow tasks through to completion.
Performance Expectations
Performance will include:
- Punctual and reliable attendance.
- Professional handling of visitors and enquiries.
- Accurate and up-to-date administrative records.
- Prompt follow-up of calls, messages and assigned tasks.
- Good organisation of the reception/office area.
- Effective administrative support for SAF programmes.
- Respectful treatment of beneficiaries and visitors.
- Confidentiality and safeguarding of information.
Safeguarding & Confidentiality
Because SAF works with women and potentially vulnerable beneficiaries, the Receptionist/Administrative Assistant must maintain appropriate professional boundaries and confidentiality and comply with SAF's safeguarding, data protection and organisational policies.
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