People & Operations Administrator

Job Title: People & Operations Administrator

Location: United Kingdom - minimum 1–2 days per week in FILE's London Bridge office

Remuneration: £18,000–£21,000 per annum (pro rata, based on a full-time equivalent salary of £30,000–£35,000)

Contract: Permanent

Hours: Part-Time - 24 hours per week

The Role

We are looking for an organised “people first approach” person who is proactive and detail-oriented People & Operations Team Administrator to provide administrative support across HR, Recruitment, Justice, Equity, Diversity & Inclusion (JEDI), and Workplace & Systems.

Reporting to the HR Business Partner, you will play an important role in ensuring our internal processes run smoothly, providing reliable administrative support to colleagues across FILE. You will be a friendly, approachable and people-focused individual who enjoys working with others and building positive relationships. As a trusted point of contact for colleagues on day-to-day HR and people-related matters, you will need to demonstrate discretion, professionalism and genuine interest in supporting people. You will also help create a welcoming environment for our employees and external visitors in our London office.

From coordinating recruitment and supporting employee lifecycle processes to assisting with JEDI activities and the running of our London office, this is a varied role requiring strong organisation, initiative and attention to detail.

You will help strengthen administrative capacity across the organisation, enabling specialist colleagues to focus on strategic and transformational priorities.

Key Responsibilities

• Provide day-to-day HR administration, including onboarding, offboarding, employee documentation and maintaining accurate records.
• Support recruitment processes, including interview coordination, candidate communications, reference checks and recruitment documentation.
• Maintain accurate employee and recruitment records, trackers and people systems.
• Coordinate administrative support for JEDI working groups, training, staff engagement activities and communications.
• Organise meetings, prepare agendas, take notes and follow up on agreed actions.
• Support the smooth running of the London office, including supplies, deliveries, workplace queries and supplier coordination.
• Coordinate staff equipment, access arrangements and maintain accurate asset records.
• Provide administrative support for FILE-wide events and staff occasions.
• Support updates to internal platforms, including the intranet, Viva Engage and other organisational systems.
• Manage competing priorities effectively, proactively identifying upcoming requirements and ensuring actions and deadlines are followed through.
  

About you

You are a dependable and organised administrator who enjoys working across different areas of an organisation. You take pride in delivering accurate work, managing competing priorities and providing a responsive service to colleagues.

You will bring:

• Experience in an administrative or coordination support role.
• Excellent organisational, time management and prioritisation skills.
• Strong attention to detail and the ability to manage multiple deadlines.
• Good written and verbal communication skills.
• Confidence using Microsoft 365 and digital systems.
• A proactive approach, with the ability to work independently and follow through on tasks.
• Discretion and an understanding of the importance of confidentiality.
• A flexible and collaborative approach to supporting a variety of activities.

Experience in HR, recruitment, JEDI or workplace administration, and familiarity with HR or recruitment systems, would be desirable but is not essential.

We know that long lists of criteria can be discouraging and that some candidates will not apply for a role unless they feel they feel they meet all of the criteria. If you feel you meet at least some of the essential criteria, we still encourage you to apply.

We also recognise that skills and experience can be gained in unexpected places, so we welcome applications from candidates who feel they have relevant skills for the role, gained from a wide range of professional, lived and learned experiences.

About FILE

The Foundation for International Law for the Environment (FILE) is a not-for-profit philanthropic organisation working to accelerate legal action on climate change.

Through grant-making and in-house legal expertise, we empower our partners to deliver strategic, innovative legal interventions and we support lawyers in their own countries to bring their own cases.

Legal action can unlock the systemic changes in finance, policy and social systems needed to protect all of us from climate change. The power of the law is both direct (changing policy and practice) and indirect (signalling the wider shifts taking place across these systems).

FILE is a ‘regrantor’ - this means we do not bring legal action in our own name. We receive grants from our philanthropic donors and make onwards grants to partners who align with FILE’s charitable aims and purposes. We do not seek to make any profit from our activities either in a relevant financial year or in the longer term.

Location

FILE has offices in London and the Netherlands, and a small hub of staff in Australia. Otherwise, we look to employ staff remotely in the regions where our partners are based. We are advertising this role for candidates based (and with the right to work) in the UK. Although FILE supports flexible and hybrid working, the successful candidate will be required to work from our London Bridge office for a minimum of 1–2 days per week.

Working for FILE

FILE is a collaborative community of individuals who share a passion for climate, nature, and justice. We bring together knowledge and experience to support our mission.

Our people are empowered to lead their work both individually and as part of a wider team in order to make impactful change. As a relatively young organisation with the ambitious mission to change global systems, our roles are ideally suited to those who are strategic, innovative and collaborative, and open to growing in line with the Foundation.

FILE is committed to challenging systemic injustice. Our ability to do so is strengthened by the diversity of our partners and staff. Our mission, work and impact is global, with staff and partners from across the world and a range of lived experiences. We are actively working to create a culture where colleagues feel welcomed, heard and supported to succeed and thrive.

How FILE supports its staff

FILE is committed to creating a workplace that supports our staff to do their best work and develop professionally. FILE offers a generous annual leave policy and additional time-off work to support wellbeing. Amongst other benefits, FILE offers private healthcare, enhanced maternity, paternity and shared parental leave, enhanced sick leave, flexibility working remotely and also abroad and a matching contribution to a pension scheme.

Applications

Please apply on our website and upload your CV and Cover Letter. This role is open for applications immediately and we accept applications on a rolling basis. If you are interested, we encourage you to submit your application as early as possible. The role will remain open until 15 November 2026. Should you have any questions, please email careers@filefoundation.org.

Representation and Culture

FILE recognises the under-representation of historically marginalized communities and individuals in climate, nature and philanthropy spaces. We are committed to developing an organization that represents the world we are looking to protect and building a culture that supports such.

In doing so, FILE is committed to building policies and practices that ensure no current or prospective employee is discriminated based on disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership.