Supporting Humanity Charity
Personal Assistant to Head of Trips - Volunteer
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Job Description
Role Overview
Support the Head of Trips with diary administration, trip planning, bookings, records, consent forms, risk assessments, trip information packs, volunteer training tracking, post-trip administration, and team communications.
What Difference Will You Make?
This role will help Supporting Humanity by supporting the smooth planning, coordination, and administration of trips and activities.
- The volunteer will help the Head of Trips keep key documents organized, including participant details, consent forms, risk assessments, trip documentation, information packs, and schedules. This will support clearer communication and more effective preparation before, during, and after trips.
- By helping with meeting actions, bookings, records, post-trip data collection, volunteer training tracking, audits, and reporting, the volunteer will support stronger organization across the trips function.
- The role will also help ensure that trip-related information is accurate, accessible, and managed in line with charity policies and safeguarding requirements. This will contribute to smoother trip delivery and better administrative support for the wider trips team.
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What Are We Looking For?
We are looking for a volunteer with proven experience as a PA, Executive Assistant, or in a senior administrative role.
- The ideal volunteer will have strong organizational and time-management skills, excellent written and verbal communication skills, and a high level of discretion and confidentiality.
- They should be proficient in Microsoft Office or equivalent systems, including Teams, Excel, and Word.
- They should be able to manage multiple priorities in a fast-paced environment and support accurate administration, records, filing systems, databases, letters, reports, and internal communications.
- The role would suit someone who is empathetic, approachable, and professional, with strong attention to detail. They should be proactive, able to anticipate needs, trustworthy, confidential, and committed to the values and mission of the charity.
- A relevant administrative or PA qualification, or equivalent experience, would be desirable. Experience working within a charity, voluntary, or care-related organization would also be desirable.
What Will You Be Doing?
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The Personal Assistant to Head of Trips will provide administrative and organizational support to the Head of Trips, helping with the effective planning and delivery of trips and activities.
- The volunteer will prepare agendas, take minutes, and follow up on actions from meetings.
- They will support the planning and coordination of trips, outings, and residentials, including bookings for transport, accommodation, venues, and activities.
- They will help maintain accurate records, including participant details, consent forms, risk assessments, and trip documentation. The role will also involve data collection and administration before, during, and after trips, as well as preparing and distributing trip information packs and schedules.
- The volunteer will support post-trip data collection and administration, help track Trips volunteers’ mandatory training and any other charity policies, and support audits and reporting where required.
- They will also help maintain organized filing systems and databases, draft letters, reports, and internal communications, and provide administrative support to the wider trips team as required.
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