We are always looking for ambitious, talented, excited individuals to join Gaia Learning.
August 2025
Online Part-Time Administration Assistant – Maternity Cover
Location: Remote
Hours: Flexible, 9-3pm as a minimum 3 days per week.
Contract: Fixed-term (Maternity Cover): 6th October 2025 - 2nd November 2026
£25,000 FTE pro rata
We’re looking for a highly organised, approachable and proactive Administration Assistant to step in and help keep things running smoothly while our Business Manager is on maternity leave.
You’ll be the go-to person for a variety of administrative and people-focused tasks, working closely with our leadership team to make sure nothing falls through the cracks.
Key Responsibilities
- Customer invoicing – preparing, sending, and tracking invoices.
- Payroll assistance – supporting monthly payroll processing and liaising with our accountant.
- HR administration – managing our CharlieHR system, keeping people records up to date, and maintaining staff files on Google Drive.
- People inbox management – responding to HR-related queries and directing issues to the appropriate person.
- Team support – assisting with day-to-day staff issues and queries, arranging team meetings including slides for monthly meeting, team online activities
- Internal documents – preparing letters, templates, and paperwork for internal role changes.
- Local Authority applications – supporting with required LA processes and submissions.
- CEO support – diary management, document creation/administration for meetings, plus ad-hoc admin such as booking travel and accommodation.
- Team support – assisting the wider Operations and Educators teams.
- Supplier liaison – managing relationships with suppliers and maintaining contracts
- Policy management & co-ordination – supporting the drafting, review, and updating of Gaia’s policies, ensuring annual reviews are completed.
About You
- Proven experience in administration, ideally with HR or payroll exposure.
- Comfortable working with HR software (experience with CharlieHR a plus).
- Strong organisational skills with excellent attention to detail.
- Able to handle sensitive information with confidentiality.
- Good communicator – clear, friendly and professional in person and in writing.
- Proactive, reliable and happy to work independently as well as in a team.
We Offer
- A supportive and collaborative work environment.
- Flexible working hours to suit the right candidate.
- The opportunity to make a meaningful contribution during a key period for the business.
About Gaia Learning
Gaia Learning is an online education provider dedicated to creating personalised, flexible, and inclusive learning experiences for young people across the world. We work with families, schools, and local authorities to provide high-quality, accessible education that empowers learners to thrive both academically and personally. Our small but passionate team is committed to reimagining education and supporting learners in a way that celebrates individuality, curiosity, and wellbeing.
Fair Recruitment
We are committed to fair and inclusive recruitment practices. We welcome applications from candidates of all backgrounds, identities and lived experiences, and we are particularly keen to hear from people who are underrepresented in education and leadership roles. If you meet most of the criteria but not all, we still encourage you to apply.
Applications
- To apply please email your CV and covering letter to people@gaialearning.co.uk
- Closing date for applications 5pm GMT 15th September, Interviews w/c 22nd September, start date Monday 6th October.
