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This administrative assistant role has a lot of responsibilities, and this job requires great leadership skills. Whether you’re managing a group of teachers or volunteers in class or charitable event or monitoring and managing room hire, you’ll need to keep a level head, be able to multitask and have excellent people skills.
As administrative assistant, you are required to assist in the day to day running of the Markaz, whether it be answering calls, taking payments, emailing students, parents or clients, setting up classrooms for classes or facility hire, updating staff timetables and that the running of our organisation is kept relevant and efficient.
It is required to maintain a professional demeanour with staff, students, and clients.
The good news is that your training will teach you everything you need to know to succeed on the job. But here are a few skills you should have from the get-go or acquire within the first few month:
- Leadership: You will have several people you need to supervise in addition to handling general complaints, last-minute schedule changes, classroom booking mess-ups and inventory problems. Administrative assistants are leaders and should represent their company and themselves well by being a role model to the people reporting to them.
- Organisation: There will be a million and one things going on as an Administrative Assistant and everyone will assume that you have it all worked out for them. You should be able to stay focused during busy times and delegate tasks to employees to keep business running smoothly.
- Being friendly & outgoing: People skills and customer service are essential for this job. Not only will you interact with your employees every day, but you will also need to assist customers when they have questions, concerns or complaints. Put on a happy face and address these issues in a professional manner.
- And an array of other tasks such as Evaluating Related Services, Purchasing inventory, Covering the slack when staff are not available, Attracting customers, Promoting course enrolment, Preparing sales and customer relations reports, Maintaining a safe and clean store environment, Maintaining quality a service and more.
You will have several people you need to supervise in addition to handling general complaints, last-minute schedule changes, classroom booking mess-ups and inventory problems. Administrative assistants are leaders and should represent their company and themselves well by acting as a role model to the people reporting to them.
There will be a million and one things going on as an Administrative Assistant and everyone will assume that you have it all worked out for them. You should be able to stay focused during busy times and delegate tasks to employees to keep business running smoothly.
Recruiting and training
Administrative Assistants are usually the ones responsible for recruiting and interviewing quality people to staff your location, as well as making sure these new employees transition as smoothly as possibly into their jobs. You should be a good teacher who tries to help employees who are having difficulty picking up new skills.
Being friendly and outgoing
People skills and customer service are a must for this job. Not only will you interact with your employees every day, but you will also need to assist customers when they have questions, concerns or complaints. Put on a happy face and address these issues in a professional manner.
This is not a position where you can sit back, forget about the people around you and do your own thing. Your job is to be attentive to your employees by motivating them to succeed and improve. Even if business is slow, keep your staff in high spirits and be as helpful as possible to customers and clients.
Evaluating Related Services
By visiting related websites and services; gathering information such as style, quality, and prices of competitive services.
By researching emerging relevant and needed products and teaching tools; anticipating customer interest; negotiating volume bookings; placing and expediting orders; verifying receipt.
Covering the slack
On occasions the centre may fall short of staff members, due to sicknesses, emergencies, etc, so a successful candidate will need to be prepared to find cover for classes or other activities until a suitable replacement is found. If cover cannot be found in an adequate time they may be needed to cover the event themselves.
A major part of every business model is the attraction of new customers and clients. You would need to originate display ideas; follow display suggestions or schedules; construct or assemble prefabricated display properties; produce course displays in windows, online and via email, and showcases.
Promote course enrolment
Once a person has shown interest in our courses your work has just begun. You would need to get your perspective customer to commit to a course that potentially could last them over a year or two. To achieve this you would need to explain course curriculum, demonstrate teaching methods or facility features and products to customers in an effective and truthful manner. Being clear with ones offering is key to maintaining long term relationships with customers.
The most annoying thing to any customer is the inability to find adequate help when required. In order to maintain long term relationships with customers you must be ready to provide information; answer questions; obtain customer details in order to deliver on customer requested; complete payment transactions; prepare merchandise for delivery, facilities for use for bookings and classes for students to attend.
Prepare sales and customer relations reports
In order for any business to be successful, you are required analyse and categorise sales information; identify and investigate customer complaints and service suggestions.
Maintain a safe and clean store environment
Cleanliness is a key feature of any successful socially orientated activity. One of your largest responsibilities would be to develop and publish evacuation routes; determine and document locations of potentially dangerous materials and chemicals; Make sure facilities are kept clean.
By checking facility required items to determine inventory levels; anticipating centre user demand.
Maintain quality service
You may think that as long as you act correct towards the business that everyone else will do the same, but the reality is that you would need to establish and enforce organisation standards.
Maintain professional and technical knowledge
By attending or taking part in educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices; participating in professional societies.
Contributes to team effort
By accomplishing related results as needed.
Discounted Arabic and Islamic lessons
As part of your employment, you will be entitled to attend any booked classes at a discounted rate or entirely of charge.
Free unlimited self development courses
As part of your employment you will be entitled to further your own personal development. Learn web design, databasing, photography, graphic design and more.
As our ultimate goal is to propagate Islam, the successful candidate will have direct access to all our resources in order to organise conferences, events, dawah initiatives, social activities for the community, and more.
Shifts will be relatively fixed week in, week out, but most administrative assistants can expect to work a full 40-hour week. Availability on nights, weekends and holidays is also maybe required from time to time.
Administrative Assistant just shout orders at the employees they manage.The Myth
While this job does require you to take control and delegate responsibilities to other workers, assistant managers get their hands just as dirty as their employees. One of the main requirements for this position is people skills, and ordering people around like servants doesn’t fit the bill. You’ll be so busy dealing with customers, answering phones, filing paperwork, training new employees, cleaning the store/office and covering shifts when you’re shorthanded, you won’t have time to sit back and relax while telling other people what to do.