Office administrator jobs in grays, essex

Reporting to: Director of Fundraising and Development 

Location of work: Remote with ad hoc time in the office for team days, events, campaigns and organisation away days.

Contract type:  Ideally full-time, 35 hours per week, 28 hours / flexible hours will also be considered. The role may require occasional evening and weekend work.   

Contract Length: Permanent

Salary: £31,500

BACKGROUND

Our work has never been more needed. The latest research suggesting that the number of children and young people at risk of hunger has rocketed to 2.6 million* means that one in five children don't have enough to eat.When a child is too hungry to learn, when they’re aching for something to eat, they can’t concentrate. They can’t absorb information. Big feelings and worries can be impossible to control. They fall behind in their studies.

Magic Breakfast provide a nutritious and filling breakfast to over 300,000 children and young people every school day. We work with schools in areas of high disadvantage, helping staff target the children most in need without barrier or stigma.  Magic Breakfast are ambitious to grow our impact to remove hunger as a barrier to learning for all children and young people in the UK.

 This is an exciting time to join Magic Breakfast if you wish to make a difference to the lives of children as we work to influence both policy implementation, with the national rollout of primary-aged universal school breakfast, and legislative change, through the Children’s Wellbeing and Schools Bill. There has also been commitment from the Scottish Government for a national breakfast scheme and we are seeking to expand our advocacy work into Wales. Magic Breakfast’s influence will be instrumental to ensuring school breakfasts are implemented in a way that is hunger-focused and barrier free.

 In addition, thousands of secondary school children are at risk of losing their free school breakfasts from September next year. For many of these students, this is their only opportunity to have a nutritious meal before facing a demanding school day, including taking exams.  And for the very youngest, we know that the disadvantage gap begins before they even reach reception. With the Government commitment to another 100,000 places in school-based nurseries, early years is also a critical part of our advocacy work.

 Being part of the work of Magic Breakfast is your chance, together with parents, teachers and people across the UK, to demonstrate the power of school breakfasts and to shape the way forward to end morning hunger for good.

*Food Foundation Insecurity Tracker Jan 2025

JOB PURPOSE  

The Fundraising and Development department is responsible for ensuring Magic Breakfast’s on-going sustainability through the generation of income and other critical non-financial support. The Department Coordinator will work closely with the Director of Fundraising and Development and other members of the Fundraising Leadership to facilitate closer alignment across the department, help unlock and enable income growth, whilst also providing administrative and coordination support to the team more broadly. The successful candidate will also play a critical role in developing and delivering the department-wide calendar of stewardship events, working with colleagues from across the major gifts team to identify opportunities to connect our supporters even further with the impact of our work 

KEY RESPONSIBILITIES:  

Department Coordination  

• Work closely with the Director of Fundraising to coordinate effective planning and management of the Fundraising & Development (F&D) strategy by coordinating quarterly review and monthly Core Management Group (CMG) meetings and managing all aspects of the monthly F&D team meetings ensuring they have maximum impact for all individuals and the organisation. This includes managing actions, minutes and agendas

• Support with the planning, coordination and diary management for any department away days, planning or reflection sessions  

• Lead efforts to enhance synergies within and across the F&D and other departments, identifying and enabling opportunities to add value, enhance efficiencies and reduce siloed working, for example through reviewing current systems and facilitating opportunities for collaboration and support  

• Provide project management support for significant team level projects, including developing project timelines and plans using Asana (e.g., for the Magic Morning webinars process and the department’s involvement in giving campaigns or annual reports) 

• Work across the department to identify any gaps or updates required for process/ ‘how-to’ documents  

• Act as the department representative for Asana, systems and process champion, providing training to colleagues where necessary  

• Act as the department lead for other key internal groups such as the all staff away day.

Supporter Care  

• Support the Fundraising Officer where necessary to act as the key welcome point to people reaching out to support Magic Breakfast, responding to enquiries received on the phone, escalating and triaging queries where necessary.   

• With support from across the Department, develop and deliver a calendar of department wide engagement events, including group school visits, stakeholder events, thought leadership dinners, and our online ‘Magic Mornings’ - a speaker series where we invite funders to hear more about our work. 

• Lead on the planning, review and learning capture/ sharing for all events, and more broadly the stewardship calendar across the department.

• Work across the department to review cross-departmental stewardship and identify opportunities for improvement, collaboration and alignment to key objectives, either through events or other activities.  

• Ensure that all confidential donor data is stored and handled in accordance with data protection regulations and all records retained on Salesforce where required.  

Fundraising Administration  

• Provide general administration support to the Fundraising & Development department, working in collaboration with the admin network across the organisation. Potential tasks may include but are not limited to meeting logistics, booking venues for away days and accommodation/travel bookings 

• Develop and maintain accurate and efficient administration systems and tools to support the department, for example our intranet section  

• Manage the Department’s resources and order supplies  

• Assist the Gifts Officer with gift processing when required, including the processing of cheques, sending acknowledgements, and adding gifts to our CRM, Salesforce  

• Administrative support to the Director of Fundraising and Development as required, including pulling reports and occasional diary management   

• Ad-hoc support to other team members.   

• Support the department with scoping and research for new fundraising products or initiatives  

• Make purchases on behalf of the Fundraising and Development department in adherence with internal budget approval processes and delegation of authority  

General:   

• Support the Fundraising & Development team by attending events and working on collaborative initiatives  

• Attend meetings and cross-team working groups to represent the Fundraising and Development Department and its interests  

• As requested, provide regular updates to key stakeholders  

• Ensure compliance with data protection regulations  

• Occasional work outside of regular office hours and at weekends  

• Exemplifying through behaviour our values-led culture that encourages curiosity, engagement, positivity and continuous improvement underpinned by a commitment to social impact, ensuring that children and young people are at the heart of everything we do.   

• Working collaboratively across the organisation to build good working relationships.    

• Actively contributing to team meetings and supporting team members where necessary.   

• Participating in occasional work-related events at external venues.   

• Undertaking any other duties commensurate with the role.   

• Adhering to all Magic Breakfast policies and procedures.   

  

PERSON SPECIFICATION  

Skills and abilities   

• Ability to manage multiple tasks simultaneously and work to deadlines.  

• Strong interpersonal skills to build effective working relationships with a range of stakeholders, a collaborative team player.   

• High level of competency in the use of Microsoft.  

• Confidence in using Microsoft Word IT packages.   

Knowledge and experience   

• Experience planning and organising online and in person events.  

• Experience of working for a charity desirable but not essential.  

• Experience or knowledge of administration within fundraising desirable but not essential.   

• Experience using Salesforce / similar CRM or an aptitude for learning new software quickly.    

• Experience using Asana or an aptitude for learning new software quickly.    

• High level of competency in the use of Microsoft.  

• Experience of working in an administrative role.   

• Share Magic Breakfast’s commitment to Diversity, Equality and Inclusion within the workplace.  

• Experience of working well collaboratively within a team.  

Other : 

• Passion for Magic Breakfast’s mission of ensuring that no child is too hungry to learn.  

• Enthusiasm for delivery a high standard of supporter care.  

• Shared commitment to our values and active contributor to our enabled and empowered culture 

• Experience of working for a charity desirable but not essential.  

• Experience or knowledge of administration within fundraising desirable but not essential.  

WHAT WE OFFER

At Magic Breakfast we value our employees and work hard to develop offer a supportive, respectful culture which enables everyone to bring their whole self to work.

Please find attached our job pack. 

APPLICATION PROCCESS

Should you wish to discuss the role before applying please email our People and Culture Team, recruitment @magicbreakfast. com

Shortlisting - 19th - 20th May

Interview 1 - 26th and 27th May

Interview 2 and informal interview - 2nd and 3rd June

The Project Manager/Business Analyst role forms part of the PMO Team. The role will include management of priority projects across the Stewardship agile change portfolio, as well as the analysis and improvement of business processes across Stewardship. The role will also work with our Technology team members to improve workflow, through identifying and resolving challenges and dependencies, enabling teams to more effectively deliver organisational priority projects and BAU activities. The successful delivery of projects and improving our business processes, is an essential part of enabling us to achieve our strategic objectives.

The role holder will work cross-functionally across the organisation to ensure we achieve our change targets, through delivering projects on time, to budget and required level of quality, as well as improving business processes across Stewardship Teams. You will be supporting the organisation to develop new agile, collaborative ways of working, and the role holder will need to help others understand the benefits of working within the Agile framework.

As a result of our Christian ethos, this post is covered by an Occupational Requirement (OR) under Part 1 of Schedule 9 to the Equality Act 2010. The successful applicant will be expected to be a practising Christian and to clearly demonstrate a personal commitment to the mission, principles, values and practices contained in our Ethos Statement, by: 

• Active membership of local church congregation. 

• An understanding of the faith aspects of the work of Christian charities, including the preparedness to pray with colleagues, where appropriate.

To support the Finance team with efficient and effective financial processing and financial controls, by holding responsibility for the various admin tasks within the team. To maintain close working relationships with other AKF (UK) employees and provide cover of key responsibilities for the Finance Officer (Expenditure) and Finance Officer (Income).

KEY RESPONSIBILITIES AND CORE TECHNICAL COMPETENCIES

Financial administration

• Administration of the donations inbox, liaising with donors and prospective donors for simple queries. Ensuring good organisation of the inbox with a clear labelling system.

• Draft donation acknowledgement letters for donors to acknowledge donations received.

• Management of Raisers Edge donations management system, including:

review of potential duplicate donor records

ensuring documentation for Gift Aid donors

making edits and updates to donor records as and when required.

• Creation of a tracker for Raisers Edge issues to ensure these are managed and dealt with appropriately.

• Follow up with donors who have expressed an interest in Gift Aid.

• Liaising with the Comms team to ensure maintenance of supporters contact list.

• Digital archiving of paper-based records held within the Finance Department.

• Support Finance Managers with the organisation of the shared drive and the Sharepoint site.

• Management of Finance policy and procedure documents library on the shared drive, ensuring these are up-to-date and accessible to staff.

• Scan letters received for finance and deal with these appropriately (sharing with the relevant individual and/or filing on the shared drive).

• Download bank statements on a daily basis and save on the shared drive.

Financial controls

• Reconciliation of simple balance sheet accounts (e.g. petty cash, debit notes, deposit accounts) on a monthly basis. • Reconciliation of properties bank accounts and deposit accounts on a monthly basis.

• Support the Finance Officer (Income) with donations collections and trips to the bank to deposit cash and cheque donations, ensuring all cheques and cash received are banked promptly and securely.

• Provide assistance with the annual audit and the preparation of the statutory accounts, particularly with regard the provision of supporting documentation.

Financial processing

• Manage the corporate credit card process and user register, including onboarding of new users.

• Issue monthly credit card statements to staff members for their expenses submissions.

• Conduct first finance review of monthly credit card submissions and collate the supporting documentation submitted, ready for posting.

• Collate Out of Pocket expenditure claims and conduct a first review of these before processing by the Finance Officer (Expenditure). 

• Support the Finance Officer (Income) with quarterly donor pledge statements process.

• Post property and Victoria Hall interest, bank sweeps, and charges into Business Central.

Supporting others

• Perform any other financial duties and responsibilities as assigned by the Financial Controller, Properties Finance Manager, Head of Finance and Operations.

• Supporting Finance Officers (Income and Expenditure) and covering key tasks in their absence

Qualifications

• Educated to A-Levels (desirable).

Experience

• Experience using Excel and MS Office suite.

• Flexible approach to working, able to pick up a variety of tasks/projects with minimal supervision; ability to anticipate issues or scenarios, and to address them proactively

• Experience of charity accounting and knowledge of such requirements (desirable).

Skills

• Highly organised with good administrative skills.

• Good interpersonal, customer care and liaison skills with a wide range of stakeholders.

• Fluent in oral and written English.

• A commitment to high professional and personal standards and continuous improvement.

• Strong numerate skills with acute attention to detail.

• Ability to work under pressure, manage competing priorities and delivering to tight deadlines.

Knowledge

• Understanding of and appreciation for ADKN’s goals, values and ethics.

• Awareness of charity accounting, charity fundraising regulation and company legislation.

Application Details:

• Must have right to work in the UK.

•Must include CV and a supporting statement that outlines why they want the role, why they want to work for AKF(UK) and how their experiences and skills to date will make them the most suitable applicant for the role.

The Marsh Christian Trust (MCT) is looking for an Assistant to join a small, dynamic team and support the day-to-day running of the organisation. This role would be for a 9-month contract as maternity leave cover, and would suit someone who is interested in the charity world and looking for a part-time position. The role will be office-based for 3 days a week, starting in mid-July 2025.

The Trust is a busy grantmaking charity, supporting a range of small organisations across the sector with core funding to support their running costs. The Trust also runs an exciting Awards programme, which sees them partner with larger charities to help recognise their volunteers and outstanding individuals in thier field of work.

Key responsibilities and duties

• To support the grants programme – preparing applications for review, researching organisations applying for funding and processing grants. 
• To assist in the administration of the Marsh Awards Scheme – writing letters, and helping to coordinate events.
• Updating records and files, minute-taking, diary management, booking travel, preparing internal lunches, collecting and distributing the post, and any other ad-hoc administrative duties required.
• To assist the wider office with administrative tasks.

Personal Specification

• Good communication skills.
• Strong attention to detail.
• Confident, pleasant and professional manner.
• Very well organised with good time management skills.
• Good IT skills, proficient in Outlook, Word and Excel.
• Some previous general office experience would be useful.
• We would welcome previous experience in the charity sector, however this is not essential. 

Please refer to the job description that can be found by clicking the link.

Executive Assistant / Personal Assistant

Personal Assistant / Executive Assistant and Board Secretary

ABOUT THE ROLE

Hours of work: 22.5 hours per week over 3 days

Salary: £32,503 FTE (including London Weighting)

Place of work: Hybrid, with a base at Romero House, London SE1. Some travel and overnight stays will be required within the UK.

Contract type: Part time, permanent

Closing date: Tuesday 10th June at 23:59

Could your admin and people skills help us build a more human and inclusive society? Are you motivated by our vision of people with and without learning disabilities sharing life together? Do you want to work in a committed, flexible and caring team, at the heart of an inspiring national charity?

Our National Leadership Team is looking for a Personal Assistant to join us in our London office, to help us maximise what we can achieve as a team, and to build stronger processes and culture for our geographically-dispersed charity.

Main purpose of the role

We are looking for a Personal Assistant / Executive Assistant to the National Leadership Team and Board Secretary, based in our London office. You will have a key role in helping us build our capacity, effectiveness and support systems, working closely with the National Leader / CEO and our passionate and caring leadership team. 

In this pivotal role, you will:

• Provide high-quality administrative and logistical support to the National Leadership Team;
• Coordinate a range of L'Arche national meetings and forums for people with and without learning disabilities;
• Play an important part in internal and external communications, and in project managing cross-cutting initiatives;
• Support governance as a registered charity, company, and care provider through the formal role of Board Secretary;

This position does not offer visa sponsorship and is best suited for a candidate already located in the London area.

ESSENTIAL CRITERIA:

• Excellent organisation skills, responsiveness and adaptability to tasks and demands;
• Initiative and an ability to innovate improved ways of doing things; 
• Interpersonal skills to build collaborative relationships, resolve tensions, and create partnerships with people at all levels;
• Discretion and diplomacy in dealing with confidential information and sensitive issues;
• Experience with MS Office and SharePoint; 

ABOUT L'ARCHE

L’Arche is a worldwide movement of people with and without learning disabilities building community together. We aim to be a beacon for our society - of what social care can be, what life with learning disabilities can be, and what a more human society can be. 

L’Arche in the UK is a registered charity and a regulated provider of care and support. Our 11 Communities in England, Scotland and Wales offer a varied mix of adult supported living, registered care, and day services. 

Our UK annual turnover is about £21m. Some 1400 people across the UK belong to a L’Arche Community, including about 300 people with learning disabilities and more than 700 employees and volunteers.

A full job description and person specification can be found in the recruitment pack.

To apply, please submit your CV and answer the questions from our online application form.

Closing date for applications is Tuesday 10th June at 23:59

Interviews will likely take place on Monday 23rd June in London. 

Please also read our privacy notice for job applicants.

As well as joining our friendly Community, where you will be well supervised and supported, and benefit from L'Arche mentorship program, there are some other benefits you get by working for us:

• Joining shared meals since cooking and having a meal together is what we are all about. 
• Achieve professional qualifications while benefiting from exceptional training and development opportunities.
• Interest free loans and salary advances available 
• Free eye tests and a contribution towards the cost of glasses if you need them for work.
• Free DBS / PVG checks 
• Free SSSC registration 
• Free Blue Light Card 
• Professional membership fees paid if they are directly relevant to your role 
• Free Employee Assistance Programme available to everyone 
• Up to 5 days paid compassionate leave 
• Up to 6 days paid (pro rata) for time off for emergency dependents leave 
• Carer and Childminder costs available in some circumstances to facilitate attendance at residential meetings 
• Paid mileage costs at HMRC rate 
• Working from Home Allowance for those in office-based roles but for whom no office is provided 
• Specialist bereavement counselling for employees and their family members 
• Access to the Bike to Work scheme

REF-221 592

Receptionists Job Share £27,500 FTE (based on-site in Croydon – one role is 26.25 hours per week – from 8.45am to 2pm Monday to Friday; second role is 30.5 hours per week, 1.45pm to 7pm on Monday to Thursday, 1.45pm to 6pm on Fridays).  Extra hours available for holiday cover.  One year fixed term contract. 
 

Rape Crisis South London is looking for experienced and empathetic receptionists to job share.  
 

As a receptionist for the charity, you will contribute to the effective running of the organisation by managing the reception function on a day-to-day basis, making clients and other visitors feel welcome and safe as they arrive at our building. 
 

Responsible to the office and facilities manager, you will play a critical role in delivering a smooth and supportive client experience. 
 

The post is open to female applicants only as the role is deemed to be a genuine occupational requirement under Schedule 9, Paragraph 1 of the Equality Act 2010. 
 

RASASC is an equal opportunities employer, and we are particularly keen to receive applications from women underrepresented in leadership roles in the violence against women and girls movement. 
 

Closing date:  11 May 2025 – we will be reviewing applications as we go so may close earlier if we recruit before the closing date. 

We are looking for an Executive Assistant to provide support to the CEO and Board of Trustees, as well as adding administrative capacity and office management function to the Staff Team. This is an integral role that requires a diligent, detail oriented individual, with a passion for the vision of Prison Fellowship.

Our mission is to show Christ's love to people in prison by coming alongside them and supporting them. We run a number of programmes, including Angel Tree, Sycamore Tree, Letter Link and Pastoral Care.

This position is 35 hours per week across five days. This role is based in our office in London (SW1). We are open to discussions about flexibility, including hybrid working.

If you would like to be part of a small and passionate team of people supporting the work of thousands of Volunteers in prisons across England and Wales, we would love to receive your application!

Please apply with a full CV and covering letter. You must have the right to live and work in the UK.

We work with people from all walks of life and we want to reflect the diversity of our volunteers, supporters and the people we serve in prison. Therefore, while of course we welcome all applications from interested and suitably experienced people, we particularly welcome applications from underrepresented minoritised groups.

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

Administrative Assistant

We are hiring for an Administrative Assistant to work within the Human Sexuality section on a part time basis.

The organisation is an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and meet human needs in his name without discrimination.

Position: VAC0122 Administrative Assistant (Human Sexuality)

Location: London (hybrid working considered after probation period)

Hours: Part-time, 17.5 hours per week

Salary: £14,208.21 per annum (FTE £28,416.42) plus travel to work allowance up to £3,800 pa

Contract: Permanent

Benefits: Contributory pension scheme; generous travel to work allowance; 25 days annual leave plus 8 bank holidays per annum, café discount.

Closing Date: 11th June 2025. Please note that this role may close sooner than advertised.

About the Role

In brief, this role involves working alongside the International Liaison Officer for Dialogue on Human Sexuality and the Researcher & Strategist for Human Sexuality where you will provide Admin support to this busy section. The section connects with the 61 Territories around the world and provides support, training and resources. The admin assistant will assist this small team in working effectively and will support the goal to bring dialogue on human sexuality in the countries in which we work.

The section promotes the use of resources as well as updating and writing new materials. The admin assistant will also assist the Researcher & Strategist with research projects using Survey Monkey as well as engaging in the writing and presentation of documents relating to strategy.

About You

The successful candidate will have:

• Excellent computer skills including Microsoft Office 365 Teams, Outlook Word, Excel, PowerPoint
• Familiarity with Survey Monkey
• Ability to work accurately and consistently in a fast-paced environment
• Experience of undertaking research
• Empathy with the aims and objectives of the charity

A full list of criteria can be found on the job description and person specification.

You will need to have the right to work in the UK and be in sympathy with the aims and objectives of the organisation.

If you feel you have the necessary experience and would like to join the team, apply today! You will be redirected to the charity’s website where you will need to complete their online application process, please note CVs will not be accepted.

Other roles you may have experience with could include Admin, Administrator, Administration, Admin Assistant, Administration Assistant, Admin Support, Admin, Research Admin, Research Administrator, Research Administration, Research Admin Assistant, Research Administration Assistant, Research Admin Support, Researcher, Junior Researcher.

PLEASE NOTE: This role is being advertised by NFP People on behalf of the organisation.

Be a part of a collective and supportive team by joining the London District.

Our Admin Assistant will be a core member of the team and will have the opportunity to engage with the many workstreams in the life of Methodism in London. We’re looking for someone who is a great organiser (of themselves and others), fab at administration, but you’ll also need some skills in IT applications. We value independent thinkers, working on your own initiative, but also those who can work collaboratively with a team, and bounce those ideas.

Why work with us?
A brilliant central office in Westminster, ability to work remotely, great (supportive) colleagues, flexible working, learning and development opportunities, pay, pensions and generous down time, committed to equality diversity and inclusion, and, did we mention the great colleagues?

Take a look at the job description. If this is for you, complete an application form, or give us a shout with any questions about the role.

This is a great opportunity to join the unique RCJ Advice - Citizens Advice & Law Centre. We have two court-based offices, at the Royal Courts of Justice on the Strand, and at the Central Family Court on High Holborn, although we mainly now provide advice by telephone and can therefore support people who are accessing any court in England and Wales.

This new role will take overall responsibility for these two court-based offices and the front-line aspect of these services. The role will manage a team of up to 3 employees, and will recruit volunteers, to deliver the work.

The main aims of this aspect of our operations are:-

• Providing a high quality first point of contact and initial triage service online, by email, telephone and in-person
• Providing an efficient and well-managed service between clients and in particular our volunteer solicitors
• Taking responsibility for our two offices to ensure they operate practically and safely for staff, volunteers and visiting clients
• Developing more efficient and technology-based solutions as to how to  run our front of house and triage service
• Having oversight of data collection at this initial triage stage 

Temporary Business Administration Officer

Hourly rate: £20.52 per hour

Location: London (hybrid)

Hours: Full-time, 35 hours per week (Monday to Friday)

Start date: ASAP

Are you an experienced administrator with strong organisational skills and a keen eye for detail We are seeking a Business Administration Officer to provide high-level administrative and secretarial support for a prestigious professional membership organisation in London. This is a temporary role , and we are looking for someone who can start immediately .

About the Role

As a key member of the Corporate Administration team, you will support governance, business processes, and executive administration. This role requires excellent communication skills and the ability to manage multiple priorities efficiently.

Key Responsibilities:

* Provide secretariat support for governance committees, including meeting preparation, minute-taking, and action follow-ups.

* Offer executive administrative support to senior management and trustees.

* Manage internal and external meeting logistics, including catering and scheduling.

* Maintain central records, policy documentation, and reporting processes.

* Support corporate governance activities such as elections, appointments, and compliance processes.

About You:

* Proven experience in a senior administrative or business support role.

* Strong minute-taking and governance administration experience.

* Excellent organisational and time management skills.

* Ability to communicate professionally with senior stakeholders.

* Proficiency in MS Office, Teams, and CRM systems.

* Experience in the NHS, membership bodies, or charities (desirable but not essential).

Why Apply

* Opportunity to work in a professional and dynamic environment.

* Immediate start for a high-impact role.

* Competitive hourly rate of £20.52 per hour.

If you are available immediately and have the experience required, we would love to hear from you. Apply now!

As leading charity recruitment specialists and a certified B Corp™, Harris Hill is committed to high and ever-improving standards of equitable and inclusive recruitment. We actively welcome applications from all sections of the community regardless of age, disability, gender, race, religion, sexuality and other protected characteristics.

Internews is an international non-profit organisation whose mission is to empower local media worldwide to give people the news and information they need, the ability to connect and the means to make their voices heard.

Internews provides communities the resources to produce local news and information with integrity and independence. With global expertise and reach, Internews trains both media professionals and citizen journalists, introduces innovative media solutions, increases coverage of vital issues and helps establish policies needed for open access to information.

Internews programmes create platforms for dialogue and enable informed debate, which bring about social and economic progress. Internews’ commitment to research and evaluation creates effective and sustainable programs, even in the most challenging environments.

Internews operates internationally, with administrative centres in California, Washington DC, and London, as well as regional hubs in Bangkok and Nairobi. Formed in 1982, Internews has worked in more than 100 countries, and currently has offices in Africa, Asia, Europe, the Middle East, Latin America and North America.

About the role

The P&C Administrative Assistant will be based in our London office (two days a week), sharing time between general HR administrative and general office support duties. The role will support the People & Culture function on general HR and administrative tasks.

Roles and Responsibilities

Human Resources

• Monitoring shared P&C inbox, addressing enquires in a timely manner.
• Collecting and maintaining various HR trackers and databases.
• Providing administrative support for the recruitment process, posting job adverts, contacting candidates, scheduling job interviews and collecting recruitment related documentation.
• Assisting in the new joiner induction and on-boarding processes.
• Updating and maintaining staff records.
• Ensuring data is stored in line with principles of GDPR.
• Completing pre-employment checks, including reference, right to work, and vetting checks.
• Supporting the probationary process for new joiners (including scheduling meeting, distributing relevant documentation and collecting completed forms and feedback.
• Performs other related duties as assigned
• General Administration:
• As part of onboarding, facilitate the induction process for new joiners in the London office, including:
• Issuing access passes
• Coordinating with the TSS team on new joiner equipment
• Facilitate the DSE assessment process
• Act as a Health & Safety Officer and Fire Safety Officer for the London Office.
• Any other duties of an administrative nature

Person Specification

Essential

• Degree or equivalent work experience
• Excellent verbal and written communication skills
• Knowledge of basic principles of GDPR
• Methodical, accurate and organized with a keen eye for detail
• Proven ability to successfully communicate and mediate with both management and staff
• Good understanding of Microsoft Windows including MS Word, Excel and Outlook
• Good communication and interpersonal skills

Desirable

• Experience of using Microsoft Applications
• Experience of using Human Resources Information Systems
• Experience of working in an International NGO
• Proficiency in additional language would be advantageous
• Proven ability to successfully operate in multi-cultural environments

 

Recruitment Timeline:

Closing date for applications: Wednesday, 14 May 2025

Candidates must submit a CV highlighting relevant experience. The successful candidate will also be asked to provide three professional referees, one of whom must be from their most recent employer.

The above noted job description is not intended to describe, in detail, all the tasks that may be assigned but rather to give the job holder a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.

This position will be located in the United Kingdom and therefore a successful applicant must obtain the Right to Work in the UK in order to commence their employment

Our client is an independent registered charities driven by a mission to make philanthropy more convenient and efficient for their donors.

The organisation's clients are high / ultra-high net worth individuals with considerable assets dedicated to charitable giving. They will often work with private client advisors (lawyers, private bankers, wealth planners, accountants) to manage their wealth.

The organisation offer clients donor-advised funds (DAF) giving vehicles to individuals, family offices, and wealth managers. A donor-advised fund is a philanthropic fund established under an umbrella charity, such as the trust, which administers the funds on behalf of the donor.

Prospectus is delighted to be working with the trust to recruit a Grants Administration Analyst to join its busy and growing team based in the City of London.

Role Overview
This is an exciting moment to join the organisation at a time of significant growth. Our expanding Grants Team is building for scale, and in this role, you will contribute directly to our organisation's goal of making philanthropy more efficient for our donors. Our Grants Team is dedicated to managing a large volume of grants with exceptional precision, making this role pivotal in facilitating transactional grantmaking, distinct from the conventional grantmaking approach.

The position will be part of the Grants Team and will also work closely with the Operations Team, the Donor Relations Team, and the  Development Team on grant-related activities.  The role will also involve working closely with US colleagues.

Key Responsibilities

• Grants Processing– supporting the Grants Team with the entire grantmaking process from grant recommendation (from the DAF donor) to grant payment (to the grantee).
• Grantmaking Compliance–ensuring grants made from the trust are compliant with UK and UK/US charitable grantmaking rules.
• Subject Matter Expertise – supporting the Grants Team to be subject matter experts, both internally and externally, on all aspects of grantmaking activity for the organisation and providing appropriate communication to the other functions as necessary.

If you feel you have the relevant experience to be successful in this role, please apply now !