ROLE

STATUS

HOURS

Executive Assistant

Full-time

40 hours per week

RESPONSIBLE TO

SALARY

Chairperson
£38K to £45k per annum (dependent on experience)

THE ORGANISATION
Established in 2001, Ummah Welfare Trust is a UK-based international relief and development charity. Inspired by the
Islamic teachings of empathy, generosity and selflessness, the trust aims to alleviate poverty and suffering across the world,
and also ensuring that the rights of those who are neglected and oppressed are fulfilled by providing sustainable
development solutions relating to shelter, education, health, and spiritual wellbeing.

Knowing that we are all ultimately accountable to the Almighty, the charity strives to maintain transparency and
accountability, and as such the charity also has a full and transparent audit trail from the donor to the beneficiary.

To find out more about the organisation please visit our website on: https://uwt.org/

THE ROLE
Based at its head office, UWT are looking to appoint an Executive Assistant to provide high level support to the Chairperson
and board of trustees including full governance and administrative service. Ensuring that effective planning and
administrative systems are in place and are maintained efficiently and effectively.

The successful candidate will provide comprehensive advice and support to the Chairperson, contributing to the smooth
functioning of executive-level operations. This role offers an exciting opportunity to gain exposure to various aspects of
business management and leadership.

Main Duties

Governance and Management

1. Work with the chairperson to ensure the smooth running of UWT’s governance, driving continuous development and
improvement, ensuring it continues to meet the needs of the organisation in a fast-changing external environment.
2. To develop and manage the processes of supporting the chairperson and the board of trustees, ensuring a high level
of  assistance  through  the  chairperson,  paying  particular  attention  to  UWT’s  mission,  values  and  constitutional
requirements.

3. To act as first point of contact for the chairperson and provide advice and support to the chairperson to fulfil their
role, including the servicing of trustee meetings and establishing appropriate training and development opportunities
for the trustees.

4. To  lead  governance  and  charity  secretarial  functions,  ensuring  that  work  is  conducted  in  accordance  with  agreed

processes and legal timescales.

5. Working closely with HR and Compliance, monitor and where required review policies and resources as directed by
the chairperson ensuring appropriate compliance with relevant legislation, advising on best practice, keeping abreast
of charity sector, legislative and other developments and liaising with the chairperson to provide regular updates and
briefings to the board and staff.

6. Working  closely  with  the  head  of  compliance,  support  the  chairperson  on  the  management  of  the  organisation’s

approach to risk management, monitoring and reporting on organisational risks.

7. To work in partnership with the Chief Operating Officer to ensure decision making is effectively delegated from the

chairperson and Board of Trustees throughout the organisation’s management structure.

8. As  directed  by  the  chairperson, work  with  the  programmes,  finance  and other  relevant  managers  to  analyse  and

interpret complex performance data.

9. Maintain and manage the schedule of all regulatory filings and communications, including with the charity commission
and companies house and other regulatory bodies, and to work closely with the compliance department on regulatory
and compliance matters.

10. Keep  abreast  of  internal  and  external  developments  and  advise  the  chairperson  accordingly,  preparing  corporate

document as directed by the chairperson.

11. Working closely with the COO to ensure maintaining of a central register of all approved organisational policies and

procedures, and to monitor the rolling schedule of required updates and re-approvals.

Executive Support and Administrative Functions

12. Assist the Chairman in managing schedules, appointments, and communications.
13. Handle email correspondence and prioritise tasks to ensure timely responses.
14. Prioritise inquiries and requests while troubleshooting potential conflicts with little guidance.
15. Manage and maintain executive calendars, ensuring accurate and up-to-date scheduling.
16. Coordinate travel arrangements, accommodations, and itineraries for the Chairman.
17. Prepare and submit expense reports, tracking receipts and reimbursements.

Other Duties

18. Maintain an appropriate level of confidentiality at all times.
19. Attend supervision and appraisal process, meetings, training, and other events as required.
20. Adhere to relevant legal and statutory requirements including the Data Protection Act (ensuring an appropriate level
of confidentiality at all times), Health and Safety at Work Act (ensuring H&S of own and others at all times) and any
other relevant/charity law.

21. Attend and contribute to UWT staff training and any other training identified as appropriate for the post.
22. Occasionally travel abroad and/or work unsociable hours, which may require the need for an overnight stay, evening

and weekend work.

23. Ensure  that  all  responsibilities  and  activities  within  their  post  are  consistent  with  the  terms  and  spirit  of  UWT’s

mission, vision, values, policies and procedures.

24. Be prepared to work flexibly according to business need
25. Have flexibility in undertaking the role and undertake other duties that may be necessary, from time to time.

PERSON SPECIFICATION

CATEGORY

Qualifications

Experience

Skills / Abilities

Knowledge and
understanding

Other

CRITERIA

REQUIREMENT

Educated to a degree or equivalent
High proficiency in verbal and written communication
Qualified or trained in any of the following: business administration, human
resources, health & safety, facilities management
Islamic Studies graduate
Experience of implementing strategic and operational plans, and of using
strategic plans to set business and operational objectives
Demonstrable experience of administrative support at executive level
Experience of managing meeting including formal minute taking
Experience of providing governance support
Experienced in working with people at all levels in an organisation
Experience of line management of staff
Portfolio-programme-project management experience
Experience of financial management (budgets, cashflows etc.)
Exceptional organisational and diary management skills
High levels of flexibility and adaptability
Flawless communication and presentation skills, both written and verbal
Excellent telephone manner
The ability to multitask and prioritise an everchanging workload
The ability to work under pressure and reach deadlines
Problem-solving and decision-making skills
The ability to work autonomously
The ability to determine which emails, reports, telephone calls etc need to reach
the line manager and which do not
Strong business and commercial acumen
The ability to communicate with and present to senior management and trustees
The ability to build relationships at all levels across the business and with
external contacts
Drafting, writing and research skills
Experience using the full Microsoft Office suite
Good understanding of general secretariat, office administration and premises
maintenance
Able to demonstrate that you are familiar with the legal responsibilities of a
Company Secretary
Able to demonstrate and apply knowledge and understanding of legislation
affecting charities, companies and workplaces, including charity and company
law, employment law, data protection legislation and equalities legislation
Demonstrable knowledge and experience of the charity sector
Personal conduct and delivery of work should comply with the values and culture
of Ummah Welfare Trust
The ability to adapt working hours to meet the requirements of the organisation.

Essential
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Desirable

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Essential

This post is subject to a Disclosure and Barring Service (DBS) check.
The closing date for applications is 01st November 2025, although the position may close sooner if the right candidate
is found. To apply for this role, please email your CV and Covering Letter to vacancies@uwt.org
Please ensure that you address how you satisfy each of the criteria in the person specification in your covering letter.

For more information or discussion about the role please contact: 01204 661049