P&C Facilities/Office Administrator

Medical Aid for Palestinians; City Of London; Hybrid; GBP 30,000 - 32,000; Full time

Job summary

A non-profit organization in the UK is seeking a Facilities/Office Administrator to provide executive support and manage P&C administration functions. The ideal candidate will excel in organizational skills and have proven experience in HR administration. Responsibilities include managing diaries, filing, and coordinating travel for senior leadership. The role offers full-time fixed-term employment with a salary of £30,000 - £31,950 per year.

Qualifications

• Proven experience supporting senior leaders.
• Experience in diary management and documentation.
• Knowledge of HR processes and compliance.

Responsibilities

• Provide administrative support to the P&C Director.
• Maintain accurate filing systems and HR documentation.
• Coordinate travel arrangements for the P&C team.

Skills

Organisational skills

Communication skills

Attention to detail

Time management

Job description

P&C Facilities/Office Administrator

Application Deadline: 14 November 2025

Department: Human Resources

Employment Type: Fixed Term - Full Time

Location: London, UK

Compensation: £30,000 - £31,950 / year

Description

MAP’s vision is a future in which all Palestinians can access an effective, sustainable and locally led system of healthcare and the full realisation of their rights to health and dignity.

To achieve this, we work in collaboration with Palestinian communities and trusted local partners, and coordinate with key stakeholders and relevant clusters, to answer a wide range of health and social needs, from providing vital medical aid in emergencies, to supporting the development of better health services for the long term. We also uplift the voices of Palestinians, and campaign for an end to the barriers to health and dignity that come from living through occupation, displacement, discrimination and conflict.

This is a newly created position to reflect both the growing P&C needs of the charity as the workforce expands, and the executive support required by the Hr Director and P&C Senior managers to ensure the efficient and effective running of P&C service. This is a key role which is instrumental in bringing the P&C administration and facility functions together at an operational level.

Reporting primarily to the P&C Director this role will provide executive support to HRD and comprehensive administrative and operational support across P&C and facilities, whilst building and nurturing relationships with key stakeholders throughout all levels of the organisation. This hybrid role is suited to someone who is highly organised, proactive, able to juggle multiple priorities in a fast paced environment, possess excellent communication skills and ensure HRD and HRBPs are well-supported. You will be the trusted point of contact and experienced in ensuring smooth diary management, accurate filing and record-keeping, and responsive in coordination and delivery of all P&C and facility activities.

Key Responsibilities

Executive Support

• Provide proactive and responsive administrative support at an executive level to the P&C Director, including diary management, email inbox and ad hoc administration tasks.
• Planning of and maintaining the P&C calendars and scheduling meetings and events in a coordinated and manageable way.
• Provide executive support including for meetings, assisting with drafting and formatting HR communications, presentations, minute taking and follow up on actions from meetings in an efficient way.
• Act as a point of contact for senior leaders and managers across regions and communicate professionally building trusting relationships with internal and external stakeholders.
• Responsible for coordinating travel arrangements, accommodation, and itineraries for P&C Director and P&C BPs when required.
• Support any coordination of HR projects, events, and cross-regional initiatives ensuring smooth delivery as a team agent.

P&C administration & Information Management

• Provide proactive and responsive administrative support including maintaining accurate filing systems for contracts, employee records, policies, and HR documentation in line with GDPR as required to support P&C team.
• Support the preparation of audit materials and compliance reports.
• Track and manage key HR deadlines, submissions, and follow-ups on employee life cycle activities.
• Prepare and collate audit-ready HR documentation and compliance reports supporting P&CBPs.
• Assist with employee relations documentation and minute-taking for formal meetings, any other suitable P&C duties required by Senior managers.
• Additional adhoc duties.

Travel and Insurance support

• Manage day to day administration so MAP staff and volunteers travelling internationally are added to and covered by existing insurance policies.
• Monitor MAP staff and volunteer international travel bookings.
• Add traveller details to MAP's pre-existing insurance policies for the duration of their travel.
• Enable smooth functioning of MAP travel booking process and platform.
• Regularly update MAP's travel platform with up-to-date staff lists.
• Remove staff from MAP's travel platform at the end of their employment.
• Manage day to day administration so that invoices related to MAP international travel are paid according to trips undertaken as above.
• Support MAP staff and volunteers to pay invoices for MAP international travel.
• Adhere to MAP Procurement and Finance policies and contract payment terms.
• Manage day-to-day administration of MAP insurance related to staff and volunteers.

Reporting to P&C Director to be available in central london office twice in a week - Monday and Tuesday

Key internal relationships: Risk & Compliance, Safety & Security, Procurement, and Program

Skills, Knowledge and Expertise

Experience

• Proven experience supporting senior leader, HR administration and operational support within a fast-paced environment ideally within a INGO setting.
• Good experience in managing diary, inbox, documentation and information management.
• Experienced in facilities co‑ordination in managing supplies, meeting rooms, and contractor liaison is desirable.
• Proven experience in adapting to new systems and build relationships across complex matrix organisation.
• Proven experience in undertaking P&C administration and information management sensitively.

Skills

• Ability to organise, prioritise competing demands and meet deadlines with attention to detail.
• Confident communicator with strong interpersonal skills, fluent in English.
• Strong understanding of HR processes, compliance, and record-keeping.
• Discretion and professionalism when handling sensitive information.
• Team-oriented with a proactive and flexible approach.