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Application Deadline: 17 July 2025
Department: Finance and Resources
Location: London
Compensation: £28,000 - £32,000 / year
Description
Purpose of the Role
We are looking for a full time (37.5hrs per week) Executive and Office 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, governance and general administration. The role is expected to be largely in person in our central London office.
Key Responsibilities
Key Responsibilities
The Executive and Office Assistant’s responsibilities are in three areas:
Office Administration:- Act as ‘front of house’ for visitors and guests and be first point of contact for telephone enquiries and ensure the office space is fully operational.
- Monitor the charity inbox and respond to general enquiries.
- Oversee and monitor the Office and Administration budget.
- Liaise with the office landlord, regarding the general office space, car-parking, meeting rooms and staff access.
- Help manage offsite storage space.
- Administer IT support processes, first point of contact for IT support issues and managing IT supplier contracts; and administering staff IT requirements.
- Maintain up to date shared document area on sharepoint.
- Act as Health and Safety Officer responsible for all Health and Safety matters, and attend training as necessary.
Executive Support- Support the CEO and Senior Management Team (SMT) on organising and following up internal meetings, Board meetings and company wide initiatives.
- Provide governance support to the CEO, Director of Finance and Resources and Trustees.
- Take the minutes/key actions of Board and Committee meetings.
- Support on the onboarding and induction of new Trustees.
- Maintain Trustees’ register of interest.
- Deliver ad hoc administrative support for the CEO and Finance & Resources Department.
- Ad hoc support at Chance to Shine events, such as fundraisers, media events and competitions.
HR Support- Administrative support to the HR Manager for HR processes, including drafting letters, maintaining employee records and recruitment processes.
- Support the induction of new employees to CTS.
- Support the HR Manager with administering staff benefits, organisational training and annual appraisal process
Key relationships
The job holder will liaise with:
- Director of Finance and Resources
- CEO
- Senior Management Team
- HR Manager
- Trustees
- External contractors, landlords, volunteers and suppliers
- Operations, Fundraising, Communications & Digital and Impact & Evaluation teams
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:
- Minimum of one year’s experience in a high volume, fast paced administrative role 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
- Knowledge of Health and Safety regulations or a willingness to train
- Experience working in a charity
- Experience in taking meeting minutes
Benefits
- 25 days annual leave (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
- Travel 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