Personal Assistant to Head of Trips

What will you be doing?

The Personal Assistant to Head of Trips will provide administrative and organisational 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 organised filing systems and databases, draft letters, reports and internal communications, and provide administrative support to the wider trips team as required.

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 organisational 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 organisation would also be desirable.

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 organised, 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 organisation 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.

Additional information

You can download the following documents:

Before you apply

Thank you for your interest in Supporting Humanity. Please apply through Reach with a short message outlining your experience as a PA, Executive Assistant, or in a senior administrative role, including any experience with trip coordination, records, risk assessments, consent forms or charity administration.

Suitable applicants may be invited to an informal online conversation to discuss their relevant experience, availability and how they could support the Head of Trips.