London, Greater London
£33,000 - £42,000 per year (FTE)
Permanent, Contract, Part-time, Three days a week
Job description

The Foundation for Integrated Transport (FIT) is seeking an Executive Secretary and Grants Administrator to manage the grant-giving process and other work of the Foundation.

FIT makes grants to organisations and individual “Fellows” for work that promotes sustainable transport as a universal basic right, reduces the environmental impact of our transport system, and reduces the dominance of the car in society.

We are looking for a highly motivated individual who cares passionately about achieving these aims. The role offers an opportunity to help shape the Foundation’s priorities and strategy; to be part of a movement for change; and to identify and work with some exceptional individuals and organisations. 

Part-time | Employed or self-employed | Home or office based    


The responsibilities of the role are as follows:

  1. Managing the Foundation’s grant-giving activities
  • Prepare calls for grant proposals
  • Seek out exceptional organisations and individuals that the Foundation may wish to support
  • Provide advice to grant applicants on the Foundation’s priorities, to assist them with the preparation of proposals
  • Prepare papers, reports and agendas for four trustee grant-allocation meetings per year
  • Implement the trustees’ decisions on grant applications, Fellowship awards and other matters
  • Work with the Foundation’s bookkeeper to manage the grant awards process
  • Liaise with organisations and individuals who have received grants to obtain progress reports and report these outcomes to the trustees.
  • Work with trustees to review and update the Foundation’s grant-giving strategy on an annual basis

2.    Governance

  • Provide guidance to trustees on governance matters
  • Assist the Chair and Organisational Committee with recruitment of new trustees
  • Work with the organisational committee to develop and update the Foundation’s risk assessment, business continuity and resilience plans

3.    Administration

  • Ensure the efficient administration of the Foundation
  • Arrange venues, prepare minutes and manage actions from trustee grant-allocation meetings
  • Attend quarterly meetings of the Foundation’s Social Investment Committee, and prepare minutes
  • Take part in monthly meetings of the organisational committee to plan, manage and delegate work
  • Organise events and meetings to showcase the projects and Fellows the Foundation supports, and to enable networking amongst those supported by the Foundation
  • Provide other support and assistance to trustees, grantees and Fellows

4.    Communications

  • Maintain and update the Foundation's website
  • Manage the Foundation's social media accounts including Twitter and LinkedIn
  • Publish and promote the work of the Foundation’s Fellows using blogs, social media and press releases


The Executive Secretary and Grants Administrator will actively and passionately promote the work of the Foundation and will be aligned with the aims of FIT, which are transport as a universal basic right; to reduce the envrionmental impact of our transport system; and reduce the dominance of the car in society. 


  • Ability to work independently under own initiative (E)
  • Good report writing skills (E)
  • High level organising and administrative skills (E)
  • Accuracy and good attention to detail (E)
  • Good communications skills (E)
  • IT skills: competent in the use of Excel, Word, Zoom and Social Media etc (E)


  • Experience in a senior administrative role (D)
  • Experience of working within a committee environment, for example with a board of trustees or elected members (E)
  • Familiarity with the charitable, not-for-profit or campaigning sector (D)
  • Familiarity with good governance practice in the charitable or public sector (E)
  • Knowledge and interest in sustainable transport (D)

E = Essential; D = Desirable

Hours may be flexible, but are expected to average three days per week, with more work in the period immediately before quarterly grant-allocation meetings in March, June, September and December and less at other times.      
If worked on a consultancy basis, the day rate is circa £170 per 8-hour day. If worked on a salaried basis, the salary would be £20-25,000 (£33-£42,000 FTE).
The role may be home-based or based in the Foundation's shared offices at 70 Cowcross Street London EC1M 6EJ.

Posted on: 30 June 2021
Closed date: 30 July 2021
Tags: Admin, Governance

The client requests no contact from agencies or media sales.