People Assistant

25 hours per week, flexible, with coverage across 5 weekdays 

Remote within the UK only, with occasional travel for team events

About us 

Children Not Numbers was founded in 2024 to provide healthcare and education to the children of Gaza. Now, just two years later with 250 team members worldwide, we are looking for a People Assistant to support our growing team, which is still led by our Co-Founders, have even more impact. 

Stepping into this role, you will benefit from a thorough, supportive handover period with the current post-holder, who is remaining within the organisation. It’s flexible, collegiate environment built on shared values, where the mission is central to all we do, and the work fast paced. Reporting directly to an experienced HR Manager who is a trained coach and mediator, you will have the opportunity to develop professionally as our charity grows. This role also provides direct access to our senior leadership team and the opportunity to collaborate daily with colleagues and candidates worldwide.

About the Role 

As our People Assistant, you will be the heartbeat of our people operations, ensuring a seamless and welcoming experience for our team and volunteers. This dynamic role blends precise data management with meaningful human connection as you manage end-to-end on-boarding, streamline recruitment administration, and serve as the go-to first point of contact for daily HR queries. Utilising tools like Microsoft 365 and DocuSign, you will keep our systems up to date and communicate in a friendly, responsive style with our team and candidates every day.

About You 

You are an organised, proactive administrative professional likely with experience in an HR admin role and a background in the NGO/charity sector. Because of our mission and young organisation, you must excel working at pace, manage competing and emerging priorities, and bring exceptional attention to detail to everything from data management to communication. Highly reliable and discreet with confidential information, you work brilliantly both independently in a remote team and as part of a collaborative team. While not essential, your profile will stand out even more if you have experience with HR software like BambooHR or speak Arabic, certainly not essential but a bonus.

Application Process

To apply, please submit your CV and a brief cover letter outlining your relevant skills and experience.

Applications should be received no later than Friday 26th June, with first round online interviews taking place towards the end of the week commencing 29th June. Our full JD is available below.

Job Description

Summary 

To provide comprehensive administrative and coordination support across all areas of Human Resources. This role ensures accurate record‑keeping, efficient HR processes, and high‑quality support to employees, volunteers, and managers. The postholder will also contribute to wider organisational administration and communication.

Principal Duties 

People Operations 

• Ensure the HR Database and spreadsheets are kept up to date, maintaining accurate and compliant employee records. 

• Process all HR‑related administration efficiently, professionally, and in line with organisational procedures. 

• Maintain the HR database and digital filing systems, ensuring all information is accurate, up to date, and stored appropriately. 

• Monitor the HR and Recruitment inboxes, acting as the first point of contact for volunteer queries and escalating where appropriate. 

Recruitment Administration 

• Schedule volunteer interviews and provide timely administrative support to recruiting managers. 

• Respond to candidate enquiries professionally and promptly. 

• Carry out pre‑employment checks, including collecting references and ID verification. 

• Organise interviews, internal meetings and Case Worker catch‑ups as required. 

Volunteer Onboarding and Offboarding 

• Onboard volunteers, including creating and issuing volunteer agreements via DocuSign. 

• Liaise with IT to ensure system access is set up. 

• Add and introduce volunteers to relevant WhatsApp groups and communication channels. 

• Issue starter checklists and the Code of Conduct for signing. 

• Support line managers in drafting job descriptions for new volunteer roles. 

• Offboard volunteers- manage the volunteer exit process, ensuring access is removed, records are updated, and all required documentation is completed. 

HR Guidance 

• Respond to basic HR queries, providing clear guidance on organisational policies, escalating to the People Manager as appropriate 

• Maintain confidentiality and professionalism at all times. 

General Administration 

• Manage and respond to incoming enquiries, ensuring timely and accurate communication. 

• Prepare, format, and distribute standard documents, letters, and correspondence in line with organisational guidelines. 

Communication & Tools 

• Use Microsoft 365 for document management, reporting, and collaboration. 

• Support smooth communication across the organisation through email and messaging platforms 

Additional Duties 

• Carry out any other tasks required to support the organisation’s mission, demonstrating a proactive and detail oriented approach. 

Experience Required

HR administrative experience: Previous experience in an HR administrative or similar role (essential) 

NGO /Charity Experience: Previous experience in an international NGO or similar.

HR software systems: Experience using HR platforms such as BambooHR (or similar) is desired but not essential. 

Skills and Competencies 

•  Ability to work at work at pace with competing and emerging priorities 
• Excellent written and verbal communication skills.
  
• High level of accuracy and attention to detail. 
• Strong organisational and time‑management skills. 
• Ability to handle confidential information with discretion. 
• Proactive, reliable, and able to work independently as well as part of a team.