Jobs Details

Job Description

Jobs Details

• Manage executive diaries, arrange meetings and appointments, and ensure all relevant paperwork is ready.
• Schedule meetings, prepare official agendas, and take accurate, detailed minutes.
• Handle incoming and outgoing correspondence, answer inquiries via phone/email, and distribute critical updates to the team.
• Organize, scan, and maintain official organizational records, legal documents, and internal policies.
• File, update, and maintain contact information for clients, team members, and partners.
• Maintain a high level of confidentiality, storing sensitive information securely.
• Implement and develop efficient office procedures and handle ad-hoc secretarial duties as required.

Jobs Details

• Research and identify available grant opportunities that align with the organisation’s goals.
• Write clear, compelling, and persuasive grant proposals and applications.
• Gather necessary data, financial budgets, and project details to support applications.
• Track application deadlines and manage reporting requirements for successful grants.

Jobs Details

• Identify and connect with potential donors, local businesses, and community sponsors.
• Plan, organise, and execute fundraising drives and charity collections.
• Maintain accurate records of donations and provide regular reports to the finance team.
• Build long-term relationships with donors and supporters within the assigned city.

Jobs Details

• Plan, schedule, and execute all aspects of community events and programs.
• Coordinate with vendors, speakers, and volunteers to ensure smooth event operations.
• Manage event logistics, including venue booking, equipment, and materials.
• Monitor event budgets and track attendance/feedback for future improvements.

Jobs Details

• Create awareness of the organisation’s mission and activities within the local community.
• Arrange and coordinate events, workshops, and community programs.
• Reach out to mosques, madrasas, Islamic charities, and businesses to build partnerships.
• Assist with fundraising campaigns and initiatives.
• Support imams and other community leaders in relevant activities.
• Provide regular updates and reports to the national team.

Jobs Details

• Manage day-to-day administrative tasks, including answering general inquiries and managing official correspondence.
• Maintain, update, and organize internal databases, spreadsheets, and digital documentation.
• Check, code, scan, and distribute incoming posts or digital documents to the appropriate staff members.
• Support the wider team by scheduling meetings, managing internal calendars, and preparing necessary reports or presentations.
• Order and maintain necessary digital or physical office supplies and files.
• Ensure all records are securely stored and easily accessible while maintaining strict confidentiality.

Jobs Details

Jobs Details

Jobs Details

• Has significant influence in advancing the charity’s objectives and goals.
• Forms an integral part of the Executive Management Team
• Coordinates and manages the day-to-day activities of the Operations team
• Acts as a project manager for key projects, such as the implementation of the CRM and Gift Aid project
• Ensure OUC’s policies and procedures are followed and implemented across all departments.
• Manages and provides guidance on the organisation’s general compliance to statutory requirements
• Accountable for maintaining the company risk register
• Supports assessments and reviews of departmental and staff performances, individual targets, deadlines and KPI’s.

• To provide organisational leadership, professionalism, motivation and guidance to ensure that the overall objectives of OUC are achieved.
• Lead the performance management process that measures and evaluates progress against goals for the organisation.
• Facilitate efficient and systematic communication and cooperation between all departments of OUC.
• Support the CEO in overseeing and managing OUC’s departmental work, tasks, progress and activities.

• Support implementation of the annual plans and strategies set by the CEO and board of trustees.
• Help implement a clear vision and strategy for the operations department
• Ensure all Operations department objectives, targets and goals are realised.
• Able to provide insight into trends and new applications that could benefit or hinder OUC.

• Hold regular one-to-one meets with staff.
• Hold weekly departmental meetings to ensure the department remains on track.
• Regularly assess and appraise staff and team performance. Ensure regular feedback is given to relevant team members, issues and concerns highlighted and remedial action is agreed and implemented.
• Agree & monitor individual staff KPI’s.

• Ensure all departments across OUC are legal and compliant with OUC’s policies and charity commission regulations.
• Ensure all risks are identified, recorded, managed and mitigated if and when necessary.
• Ensure all safeguarding procedures are in place and adhered to, including good recruitment practice.
• Ensure systems are in place to safeguard confidentiality and data protection.
• Ensure that effective management and accountability procedures are in place and followed, as well as the protocol and procedures set by One Ummah.
• To oversee any investigations or dealings with internal or external stakeholders e.g. CC investigations.

• Manage the Operation and IT contracts for services and subscriptions.
• Drive value for money in all Operation contract.
• Oversee Operations budget.

• Act as a project manager for key organisational projects, particularly IT Projects.
• Manage the IT infrastructure of the organisation, including website, CRM, sharepoint and other applications.

• Oversee and ensure all HR processes and systems are legal and compliant with OUC’s internal policies and are driving best-practice.

• Manage existing and, when needed, create new organisational and institutional partnerships.

• Oversee and manage existing OUC offices and if necessary the opening of new offices.
• Manage, prepare, assess and review required reports for the CEO.

• Ensure and proactively promote and foster a culture in which Islamic principles, values and approaches which are adopted by OUC are consistently respected.

• Provide a high degree of professionalism in supporting the CEO on a wide variety of complex issues relating to the charity’s activities.
• When and where necessary, represent the CEO at meetings internally and externally in the CEO’s absence.
• Assist the CEO in managing staff, contractors, departments, partners and service providers.
• Support the CEO in promoting OUC’s programmes to partners and external organisations.
• Attend SMT meetings to oversee major departmental decisions and other key strategic matters, as outlined above.
• Support SMT colleagues in resolving significant operational issues.
• Perform other related duties incidental to the work described herein. This requires a flexible approach to respond to any work requests from the CEO sometimes at short notice.
• Perform any other tasks related to OUC’s activities when requested by the CEO.