Sebastian’s Action Trust Looking for Executive Assistant at Crowthorne, Bracknell Forest (On-site) Full Time

About Us:

We are a registered charity providing specialist respite holidays and practical and emotional support to seriously-ill children and their families.  The children and young people we support battle with life-limiting or life threatening conditions, whilst their parents and carers provide around the clock care to help them. 

The aim of our charity is to walk beside families of life-limited and seriously-ill children from diagnosis, through treatment and beyond.

The charity was formed in 2004 to fulfil the last wish of nine-year-old Sebastian Gates to build a holiday home that would give other children a chance to enjoy precious time with their families.  Our respite holiday house, The Bluebells, opened in July 2011and is now welcoming families with very sick children from all over the country.  Our second facility, The Woodlands, will similarily offer respite provision for 2023.

We are also committed to a programme of emotional, social and practical support, helping families at home and in the community with support such as transportation to and from specialist hospitals, equipment provision, wellbeing therapies for parents, support for siblings and bereavement care.

Job Summary:

Sebastian’s Action Trust is seeking an experienced Executive Assistant to perform a variety of administrative tasks and support the CEO, Trustees and senior-level managers.  We are looking for someone with excellent analytical and organisational skills, with a high level of discretion and attention to detail, able to multitask and work under pressure and able to deliver quality work in a timely and accurate manner.

Key Responsibilities:

• Be an informed key contact for the CEO and Senior Management team and handle internal and external enquiries in a professional manner, liaising with key contacts from corporate, political, media, non-governmental organisations and other networks
• Provide high-level support to the CEO to ensure their agenda, priorities and objectives are met – including strategic diary and inbox management and ensure appropriate briefings are provided in advance
• Undertake general administrative duties for the Executive Office as required
• Organise arrangements for the CEO and team meetings – this includes booking rooms and venues, organising refreshments and distributing papers
• Undertake research related to the programmes and activities of the CEO
• Format information for internal and external communications – memos, emails, presentations, reports
• Prepare agendas, information packs and CEO reports for Trustee meetings and take minutes at these meetings
• Take minutes of other highly confidential meetings and distribute papers
• Organise special events, away days, team meetings and co-ordinate attendance at charity award shows and events
• Act as Office Manager for the Trust
• Assist the Facilities Manager with phone system upgrades, software and updates and to oversee the mobile phone contract with Vodafone
• Review and renew the Trust’s policies and procedures as well as legal compliance by liaising with our external HR support providers
• Promote the Health Assured programme and app to ensure it is used to it’s full potential. Keep staff up to date on relevant information/help and guidance, as well as promote staff welfare and wellbeing by overseeing the Wellbeing Committee
• Act as the Trust’s GDPR Compliance Officer to ensure that the charity fully complies with the GDPR’s legal requirements
• Liaise with the HR Administrator and Facilities Manager to ensure adequate provision of laptops for members of staff
• Support the Family Services and Fundraising teams when necessary

Person Specification – Essential Criteria:

• Experience working as an Executive Assistant, or Personal Assistant supporting executives or directors
• Highly IT literate and confident with Microsoft Word, PowerPoint, Outlook, and Excel, and conferencing software such as Microsoft Teams and Zoom
• Experience of internal and external meeting support including – organising events, preparing agendas, drafting reports, minute taking, and communications
• Experience of organising and prioritising own workload on a day-to-day basis and being adaptable and responsive to changing needs
• Own, organise and prioritise multiple tasks efficiently, manage reactive and proactive work from a range of colleagues, and deliver tasks to tight deadlines
• Able to use your initiative and think creatively
• Assimilate information quickly and adapt to change
• Work in a fast-paced and dynamic environment
• Deal with confidential information
• An ability to believe and share in Sebastian’s Action Trust’s values and ethos

Other Criteria:

• Ability to work evening and weekends when required.
• Full driving licence and use of own vehicle.

Hours of Work:

• 37.5 hrs per week

Remuneration Package:

• £28,000 – £30,000 per annum, depending on experience
• Contributory pension
• Death in service benefit
• 21 days annual leave increasing after 5 years service
• Wellbeing Week – closure
• Employee Assistance Programme

Sebastian’s Action Trust confirms its commitment to equality of opportunity in all areas of its work. All individuals will be treated in a fair and equal manner and in accordance with the law regardless of gender, marital status, race, religion, colour, age, disability or sexual orientation.

Sebastian’s Action Trust are committed to safeguarding and promoting the welfare of children and young people and expect all staff to share this commitment. The successful candidate will be required to complete a DBS disclosure.