Office & Executive Assistant - Part Time

Chance to Shine; London; On-site; GBP 27,000 - 29,000; Part time

Job summary

Chance to Shine is seeking a part-time Office and Executive Assistant to support its Finance and Resources team in London. This role includes managing office operations, providing executive support to leadership, and assisting HR functions. Ideal candidates will display strong administrative capabilities, excellent IT skills, and a commitment to the charity’s values.

Benefits

25 days annual leave pro rata

8% non-contributory employer pension

Private medical healthcare

Employee health cash-back plan

Long-term sickness insurance

Life assurance

Flexible working

Enhanced maternity/paternity pay

Generous sick pay

Cycle 2 Work Scheme

Qualifications

• Experience in a similar sized organisation.
• Customer-facing experience is preferred.
• Ability to work flexibly in a small team.

Responsibilities

• Act as front of house and manage phone enquiries.
• Support the CEO and Senior Management Team.
• Provide HR administrative support.

Skills

IT skills

Administrative skills

Communication skills

Confidentiality

Team player

Education

Office experience

Tools

MS Office 365

Job description

Application Deadline: 20 June 2025

Department: Finance and Resources

Location: London

Compensation: £27,000 – £29,000 per annum (FTE), pro rata

Description

Purpose of the Role


We are looking for a part time (3-4 days / 22.5 - 30hrs per week) Office and Executive Assistant to support the Finance and Resources team at Chance to Shine. The Finance and Resources team provide day to day support to all departments in the charity and trading subsidiary, Chance to Shine Enterprises Ltd, around finance, office, HR and general administration. The role is expected to be in person in our London office.

Key Responsibilities

Key Responsibilities

The Office and Executive Assistant’s responsibilities include:

Office Administration:
· To act as ‘front of house’ for visitors and guests and be first point of contact for telephone enquiries
· Oversee and monitor the Office and Administration budget.
· To ensure that the general office space is always fully operational including collecting and distributing incoming post and keeping postage, printing and stationery supplies readily available.
· To liaise with the office landlord, regarding the general office space, car-parking, meeting rooms and staff accreditation.
· Help manage offsite storage space.
· To oversee day-to-day compliance with health & safety obligations at the Chance to Shine London office. To include duties such as: fire and general office risk assessments and maintenance of incident log.
· Manage IT support, first point of contact for IT support issues.
· Maintain up to date shared document area on sharepoint.

Executive Support
· Support the CEO and Senior Management Team (SMT)
· Responsible for organising all SMT, Board and Committee meetings, whole team meetings, Health & Safety committee meetings
· Take the minutes/key actions of Board and Committee meetings
· Support Finance & Resources Department and SMT as required with ad hoc administrative support

HR Support
· To provide administrative support to the HR Manager for HR processes, including drafting letters and maintaining employee records.
· To support the HR Manager with recruitment; advertising roles, scheduling interviews, reference checks, drafting offer letters and contracts.
· To support the process of inducting new employees to CTS, including managing office and IT requirements.
· Support the HR Manager with administering organisational training and annual appraisal process.

General support
· To help monitor the charity inbox and respond to general enquiries.
· To help out, as required at Chance to Shine events, such as fundraisers, media events and Chance to Shine competitions.


Skills, Knowledge and Expertise

Skills, knowledge & personal competencies


The job holder should be able to demonstrate the following:

• Excellent IT skills: knowledge and experience of using MS Office 365 and in particular Outlook and Teams
• Strong administrative skills and attention to detail
• Able to plan and prioritise and work under pressure
• Excellent written and verbal communication skills
• Understands the importance of confidentiality
• Able to work on own initiative-confident/self-starter/finisher
• An effective and enthusiastic team player
• Approachable, easy-going and helpful team member
• Willingness to learn with a can do attitude
• Enthusiasm to embrace Chance to Shine values: Inspiring, ambitious, trusted, inclusive and fun.
  
  

Experience & qualifications

Essential:

• Office experience in a similar sized organisation
• Experience of working in customer facing role
• Experience in working in a small team with demonstrable flexibility and adaptability to support team deliverables
  

Desirable:

• Experience in an office or executive support role
• Experience working in a charity
• Experience in taking meeting minutes
  
  

Benefits

· 25 days annual leave pro rata (with additional non-contractual time at Christmas when the office is closed)
· 8% non-contributory employer pension
· Private medical healthcare
· Employee health cash-back plan
· Long-term sickness insurance
· Life assurance - four times your annual basic salary
· Season ticket loan scheme
· Flexible working
· Enhanced maternity/paternity pay
· Generous sick pay
· Volunteering 2 days per year
· OpenBlend - an innovative coaching and performance management tool
· WeCare - 24/7 UK-based online GP, mental health counselling, a get fit programme, legal and financial guidance
· Cycle 2 Work Scheme