We’re Hiring: Services Coordinator (Part-Time, Maternity Cover)

IANL; Greater London; Hybrid; GBP 18,000 - 24,000; Part time

Job summary

IANL is seeking a meticulous Services Coordinator for a part-time maternity cover role in Greater London. You will be the first point of contact for service requests, provide essential administrative support to the Head of Operations and Trustees, and help maintain records, communications and smooth service delivery.

The role requires strong organisational skills, excellent communication, and a proactive approach to improving workflows within a friendly, community-focused environment.

Qualifications

• Experience as an office administrator in a similar organisation.
• Ability to analyse and document processes.
• Excellent written and spoken communication.
• Experience in a customer/service environment.
• Strong organisational skills and attention to detail.
• Proactive, works well independently and in a team.

Responsibilities

• Serve as first point of contact for service requests via phone and email.
• Support Head of Operations and Board of Trustees; take minutes as needed.
• Liaise with teams; document processes and improve workflows.
• Manage data across membership lists, records and communications.
• Assist with events, notices, and Jummah announcements.
• Support zakat/admin workflow and confidentiality in handling records.

Skills

Office administration

Process analysis

Excellent communication

Customer service

Organisational skills

Proactive team member

Tools

Microsoft Office

Google Workspace

Job description

We’re Hiring: Services Coordinator (Part-Time, Maternity Cover)

We are looking for an organised, friendly and dependable Services Coordinator to join us on a six-month fixed-term contract, covering maternity leave.

This is a varied, people-facing role at the heart of the masjid. You’ll be the first point of contact for everyone who gets in touch with us, support our Head of Operations and Board of Trustees, and help keep our services, records and communications running smoothly.

At a glance

• Hours: Part-time, 25 hours a week
• Office hours: Flexible
• Contract: 6-month fixed-term contract (maternity cover)

Job Summary

The Services Coordinator role is the primary point of contact for all incoming service requests and a key administrative support role for the Head of Operations and Trustees. This role manages essential administrative services, communications, and record-keeping, ensuring the smooth operation of all user-facing activities. The ideal candidate will have excellent communication skills, a deep understanding of organisational administration, and a knack for improving workflows.

Core Responsibilities

• IANL Service Touchpoint: Act as the first point of contact for all incoming service requests from users and inquirers via phone and email.
• Trustee Secretary: Take direction from and serve as the secretary for the Board of Trustees, including taking minutes for meetings.
• Head of Operations Liaison: Liaise and take direction from the Head of Operations.
  Process Improvement: Review existing processes and workflows, document them clearly, and develop new processes to improve efficiency and service delivery.
• Data Management: Maintain and update organisational databases and compliance trackers, ensuring accuracy across membership lists, AGM records, incident logs, and service-related data.
  Communications: Coordinate weekly event updates with various IANL teams, update noticeboards, and supply Imams with Jummah announcements.
• Financial Aid: Support the financial-aid and zakat administration workflow, including reviewing applications, organising documents, liaising with trustees, and communicating outcomes.
• Record Keeping: Manage and maintain all IANL databases (members, incidents, etc.), and handle inquiries and certification for services such as Nikah, Talaq, and Shahadah.
• Office Administration: Handle sensitive and confidential enquiries with discretion and professionalism, including matters relating to family services, bereavement and community support. Coordinate school tours and external group visits, including scheduling, confirmations, communications, and on-site arrangements.

What we’re looking for

• Proven experience as an office administrator in a similar organisation.
• Experience in process analysis, documentation, and development.
• Excellent communication skills, both written and oral.
• Experience in a customer or service-oriented environment.
• Strong organisational skills and attention to detail.
• Proficiency with Microsoft Office and Google web applications.
• A proactive approach to working both individually and as part of a team.