Job summary In this role you will co-ordinate the production of the events. You will lead the design of specific events and to be on team at several events, engaging with, supporting and welcoming families. Tasks include team prep meetings, shopping for resources, risk assessment, creating Eventbrite and webpages, inviting families, prepping, hosting the event and follow-up feedback. Events take place at our hospices and in the community across our catchment. The Events Assistant is part of our Psychosocial Services and will hear about current families in need, including end-of-life children who may require a wish organised (such as their room decorated in a special theme, or a trip out to a favourite, magical place). The Events Assistant will help think about which events may be helpful to families referred. The ambition of our strategy is to ensure every family affected by a life-limiting condition, or the sudden death of a child, has access to the specialist care that they need. This includes providing opportunities for children and family members to meet others who have experienced this. Our events programme is key to this success. Main duties of the job About you This role requires experience of working with children and families, and the passion to add sparkle to the lives of those we support. We are looking for someone who enjoys the buzz of a party, who is able to help create joyful memories for our families. The individual in this role needs to be organised, able to multi-task (planning multiple events at once) and good at working in a fast-paced environment. You should be someone sensitive to the needs of families, comfortable supporting families experiencing incredibly challenging times, willing to listen and care. Once or twice a month the Events Assistant is asked to lead an event on a Saturday or Sunday. Please see the attached job description for more information about this opportunity at Shooting Star Childrens Hospices. About us We have an exciting opportunity for an Events Assistant to join our Family Support Team at Shooting Star Childrens Hospices. Shooting Star Childrens Hospices provides specialist care and support to families who have a baby, child or young person with a life-limiting condition, or whose child has died. Rated Outstanding by the Care Quality Commission, we support families across Surrey, north-west London and south-west London from diagnosis to end of life and throughout bereavement with a range of nursing, practical, emotional and medical care. Our Care Events team provide an extensive programme of groups and events for the 750 life-limited children, their families and bereaved families. There are themed family events, social groups for siblings of different ages, pamper days for mums, counselling groups, memorial days and many festive events such as ice-skating at Hampton Court. There are 3-4 events each week, making many opportunities for families to make memories together. Date posted 10 January 2025 Pay scheme Other Salary £27,274.83 a year Contract Permanent Working pattern Full-time Reference number B0299-C-EA-0125 Job locations The Avenue Hampton TW12 3RA Job description Job responsibilities Introduction to Team Family Support Family Support Team: Our Family Support Team offers emotional, practical, and spiritual support to families navigating the challenges of caring for a seriously ill child. This team includes counsellors, social workers, and volunteers who provide specialist interventions, guidance, companionship, and resources to help families cope with the emotional and practical aspects of their journey. Job Profile a) Main purpose of job in delivering our strategy The Care Events team provide a comprehensive programme of exciting groups and events for the 750 life-limited children, their families and bereaved families. This includes interactive, themed family events, social groups for siblings of different ages, Pamper Days for mums, counselling groups, memorial days and many festive events such as ice-skating evenings. There are 3-4 events each week, making for a busy programme. The main purpose of this role is to co-ordinate the production of the events led by various members of the team, to lead the design of some events, and to be on team at several events, engaging with, supporting and welcoming families. Production tasks include team prep meetings, shopping for resources, risk assessment, creating Eventbrite and webpages, inviting families, prepping, hosting and follow-up feedback. Events take place at our hospices and across our catchment. Care Events sits within the Psychosocial Services, where the Events Assistant will hear about current families in need, including end-of-life children who may require a wish organised (such as their room decorated in a special theme, or a trip out to a favourite place). From multi-disciplinary discussions about families, the Event Assistant helps consider which events might support a familys need or emotional wellbeing. Our strategy aims to ensure every family affected by a life-limiting condition, or the sudden death of a child, has access to the specialist care that they need. This includes providing opportunities for children and family members to meet others who have experienced this. The Events programme is key to this success. b) Main duties and key responsibilities Planning the Annual Event Programme Working with the Events Manager and Psychosocial Leads to design the Annual Event Programme, considering successes, areas for improvement and new opportunities. Ensuring a varied programme that engages both life-limited children and their families, and those who are bereaved. Ensuring events for families from diverse backgrounds, celebrating various festivals and considering different ways to engage families. Ensuring events are accessible to families, with opportunities local to them. Supporting bereaved families with safe firsts, for example, attending a grotto for the first time at the hospice, after one of their children has died. Event Production Facilitating Look and Feel meetings with those leading events Event research regarding venues, providers and engaging opportunities Researching and purchasing materials for events Co-ordinating with the admin/facilities team to arrange catering and equipment/spaces. Creating outlook appointments for events, with key event information Calling venues and service providers to book and confirm details Making Eventbrite pages and proof-reading text created by others. Updating social media with posts around events and important information Sending monthly texts via Firetext, notifying families of events Identifying key families to invite/remind. Ensuring RSVPs are processed and recorded Ensuring media consent is in place for families Ensuring staffing is in place Seeking approval for risk assessments Managing waiting lists of popular events Working with the PR & Comms team to publicise low take-up events Setting up text notifications to remind families of events Organising and assisting with food prep/collection for events Event Team Event set-up / facilitation/ take down Welcoming families and helping them to feel settled Supporting children, young people (and adults) to engage with activities, including those with profound and multiple learning disabilities Listening to and talking to families as they engage with activities Facilitating family members to build their support network by getting to know other SSCH families (for example dads meeting other dads, siblings meeting other siblings). To supervise activities to ensure safety To adapt and flex within event plans to ensure high quality experience and responsiveness to needs. Collecting feedback, using interactive and creative methods for children and young people. Post-Event Production Recording attendance on Excel. Inputting notes concerning attendance and children and families on to the Care Database. Sending families professional photos taken of them at events as precious keepsakes. Post event admin and thank you cards etc Collating feedback and sharing this data with relevant staff members, volunteers and leads. Wishes Identifying opportunities where children may benefit from wishes Being allocated referrals for wishes at MDT meetings Talking to family members about their wish Researching potential items to decorate bedrooms, visits or trips out. Liaising with relevant staff members Facilitating wishes events/setting up decorations Collecting feedback sensitively from staff members, and where appropriate, families Continuing to revise and improve our wishes process/planning/facilitation. Volunteer Co-ordination Informal interviews with potential volunteers Booking volunteers for events Help directing donations Help support wider team events Assisting with producing wishes for end-of-life children and families Co-ordinating Materials Co-ordinating storage and organising toy donations Storing and organising event items for future use enabling creative recycling of resources Multi-disciplinary Contribution Attending multi-disciplinary meetings where families needs and referrals are discussed by professionals Contributing to discussions, identifying where events may support the needs of families Providing a focus on wellbeing opportunities at events Attending in-house team meetings to understand need and promote events. To consider development and improvement of the events programme through reflection on emerging needs from families Creating presentations for the wider team, sharing learning, training and event data c) Other Requirements These requirements will be applicable to some posts. The post holder must be able and willing to travel to and work in both hospices. The post holder will need to travel extensively throughout the SSCH geographical area in other parts of Surrey, North-West London and South-West London. Events take place during evenings and weekends. This is likely 1-2 each month. Hours of work and days of work can be swapped on weeks where this takes place. The post holder will be required to apply for an Enhanced Disclosure and Barring Service (DBS) check. d) Mandatory Criteria Other duties The post holder will be working in a developing environment and they will therefore be expected to undertake other appropriate duties as required for the effective operation of Shooting Star Childrens Hospices. Professional Codes of Conduct The post holder will be required to respect professional codes of conduct and practice relevant to their role, as appropriate. Health and Safety The post holder will be responsible for health and safety in the area under their control and they must ensure that they are familiar with Shooting Star Childrens Hospices policy on health and safety at work. Mandatory Training The post holder will attend all mandatory training relevant to their role. Our values and behaviours Shooting Star Childrens Hospices is a leading childrens hospice charity for babies, children and young people with life-limiting conditions, and their families. We require that all of our staff share our common values and display behaviors that will enable us to achieve our goals. Professionalism we will safeguard our families, each other and our organisation by working to ethical and professional standards at all times. Respect We will treat each other with the utmost respect. Integrity We will be open, honest and transparent in all that we do. Diversity We will respect individuality and ensure inclusion and fairness to all. Excellence We will strive for excellence in all that we do. Shooting Star Childrens Hospices is committed to ensuring the welfare and safety of children and young people. All staff members are expected to adhere to our safeguarding policies and procedures. This includes undergoing appropriate training, following reporting protocols for any concerns related to child welfare, and promoting a safe and supportive environment for children and young people. We are committed to equal opportunities and consider all applicants in line with the Rehabilitation of Offenders Act 1974. Before commencing employment, successful candidates will be required to provide satisfactory references and undergo a Disclosure and Barring Service (DBS) check. Job description Job responsibilities Introduction to Team Family Support Family Support Team: Our Family Support Team offers emotional, practical, and spiritual support to families navigating the challenges of caring for a seriously ill child. This team includes counsellors, social workers, and volunteers who provide specialist interventions, guidance, companionship, and resources to help families cope with the emotional and practical aspects of their journey. Job Profile a) Main purpose of job in delivering our strategy The Care Events team provide a comprehensive programme of exciting groups and events for the 750 life-limited children, their families and bereaved families. This includes interactive, themed family events, social groups for siblings of different ages, Pamper Days for mums, counselling groups, memorial days and many festive events such as ice-skating evenings. There are 3-4 events each week, making for a busy programme. The main purpose of this role is to co-ordinate the production of the events led by various members of the team, to lead the design of some events, and to be on team at several events, engaging with, supporting and welcoming families. Production tasks include team prep meetings, shopping for resources, risk assessment, creating Eventbrite and webpages, inviting families, prepping, hosting and follow-up feedback. Events take place at our hospices and across our catchment. Care Events sits within the Psychosocial Services, where the Events Assistant will hear about current families in need, including end-of-life children who may require a wish organised (such as their room decorated in a special theme, or a trip out to a favourite place). From multi-disciplinary discussions about families, the Event Assistant helps consider which events might support a familys need or emotional wellbeing. Our strategy aims to ensure every family affected by a life-limiting condition, or the sudden death of a child, has access to the specialist care that they need. This includes providing opportunities for children and family members to meet others who have experienced this. The Events programme is key to this success. b) Main duties and key responsibilities Planning the Annual Event Programme Working with the Events Manager and Psychosocial Leads to design the Annual Event Programme, considering successes, areas for improvement and new opportunities. Ensuring a varied programme that engages both life-limited children and their families, and those who are bereaved. Ensuring events for families from diverse backgrounds, celebrating various festivals and considering different ways to engage families. Ensuring events are accessible to families, with opportunities local to them. Supporting bereaved families with safe firsts, for example, attending a grotto for the first time at the hospice, after one of their children has died. Event Production Facilitating Look and Feel meetings with those leading events Event research regarding venues, providers and engaging opportunities Researching and purchasing materials for events Co-ordinating with the admin/facilities team to arrange catering and equipment/spaces. Creating outlook appointments for events, with key event information Calling venues and service providers to book and confirm details Making Eventbrite pages and proof-reading text created by others. Updating social media with posts around events and important information Sending monthly texts via Firetext, notifying families of events Identifying key families to invite/remind. Ensuring RSVPs are processed and recorded Ensuring media consent is in place for families Ensuring staffing is in place Seeking approval for risk assessments Managing waiting lists of popular events Working with the PR & Comms team to publicise low take-up events Setting up text notifications to remind families of events Organising and assisting with food prep/collection for events Event Team Event set-up / facilitation/ take down Welcoming families and helping them to feel settled Supporting children, young people (and adults) to engage with activities, including those with profound and multiple learning disabilities Listening to and talking to families as they engage with activities Facilitating family members to build their support network by getting to know other SSCH families (for example dads meeting other dads, siblings meeting other siblings). To supervise activities to ensure safety To adapt and flex within event plans to ensure high quality experience and responsiveness to needs. Collecting feedback, using interactive and creative methods for children and young people. Post-Event Production Recording attendance on Excel. Inputting notes concerning attendance and children and families on to the Care Database. Sending families professional photos taken of them at events as precious keepsakes. Post event admin and thank you cards etc Collating feedback and sharing this data with relevant staff members, volunteers and leads. Wishes Identifying opportunities where children may benefit from wishes Being allocated referrals for wishes at MDT meetings Talking to family members about their wish Researching potential items to decorate bedrooms, visits or trips out. Liaising with relevant staff members Facilitating wishes events/setting up decorations Collecting feedback sensitively from staff members, and where appropriate, families Continuing to revise and improve our wishes process/planning/facilitation. Volunteer Co-ordination Informal interviews with potential volunteers Booking volunteers for events Help directing donations Help support wider team events Assisting with producing wishes for end-of-life children and families Co-ordinating Materials Co-ordinating storage and organising toy donations Storing and organising event items for future use enabling creative recycling of resources Multi-disciplinary Contribution Attending multi-disciplinary meetings where families needs and referrals are discussed by professionals Contributing to discussions, identifying where events may support the needs of families Providing a focus on wellbeing opportunities at events Attending in-house team meetings to understand need and promote events. To consider development and improvement of the events programme through reflection on emerging needs from families Creating presentations for the wider team, sharing learning, training and event data c) Other Requirements These requirements will be applicable to some posts. The post holder must be able and willing to travel to and work in both hospices. The post holder will need to travel extensively throughout the SSCH geographical area in other parts of Surrey, North-West London and South-West London. Events take place during evenings and weekends. This is likely 1-2 each month. Hours of work and days of work can be swapped on weeks where this takes place. The post holder will be required to apply for an Enhanced Disclosure and Barring Service (DBS) check. d) Mandatory Criteria Other duties The post holder will be working in a developing environment and they will therefore be expected to undertake other appropriate duties as required for the effective operation of Shooting Star Childrens Hospices. Professional Codes of Conduct The post holder will be required to respect professional codes of conduct and practice relevant to their role, as appropriate. Health and Safety The post holder will be responsible for health and safety in the area under their control and they must ensure that they are familiar with Shooting Star Childrens Hospices policy on health and safety at work. Mandatory Training The post holder will attend all mandatory training relevant to their role. Our values and behaviours Shooting Star Childrens Hospices is a leading childrens hospice charity for babies, children and young people with life-limiting conditions, and their families. We require that all of our staff share our common values and display behaviors that will enable us to achieve our goals. Professionalism we will safeguard our families, each other and our organisation by working to ethical and professional standards at all times. Respect We will treat each other with the utmost respect. Integrity We will be open, honest and transparent in all that we do. Diversity We will respect individuality and ensure inclusion and fairness to all. Excellence We will strive for excellence in all that we do. Shooting Star Childrens Hospices is committed to ensuring the welfare and safety of children and young people. All staff members are expected to adhere to our safeguarding policies and procedures. This includes undergoing appropriate training, following reporting protocols for any concerns related to child welfare, and promoting a safe and supportive environment for children and young people. We are committed to equal opportunities and consider all applicants in line with the Rehabilitation of Offenders Act 1974. Before commencing employment, successful candidates will be required to provide satisfactory references and undergo a Disclosure and Barring Service (DBS) check. Person Specification Knowledge and Skills Essential Able to manage the organisation of multiple events simultaneously and ensure consistency in quality of events. Knowledge of how to effectively safeguard children and young people. Ability to proof-read work to ensure accuracy and correct grammar. Good working knowledge of software such as Eventbrite, Microsoft Excel and Teams, or the ability to quickly learn how to use new software. Knowledge of or ability to learn to use Firetext and other communication apps. Strong relationship building skills- with families under our care and event contacts. Ability to form positive relationships and provide support to children and family members. Knowledge of hospice catchment area and local facilities that are wheelchair accessible and SEND friendly. Knowledge of data protection and GDPR. Excellent communications skills are required to ensure that the wider hospice is kept informed of Care Events plans. Desirable Understanding of the service provision in childrens palliative care. Knowledge of the impact of anticipatory grief, grief and trauma. Understanding of the different needs of affected children, young people, parents, aunts/uncles, grandparents. Makaton training. Sensory-integration training. Qualifications Desirable Qualifications in events management, or other creative qualification. Minibus MIDAS training. Experience Essential Experience of working with children and young people. Experience in the organisation or planning of activities for children/families. Experience of considering the safety needs and risks of an activity. Desirable Experience in event planning, production and execution. Experience of writing and following risk assessments. Experience leading a team of staff/ volunteers, including briefing, assigning roles, debriefing. Experience working or volunteering in a healthcare/childcare environment. Professional Qualities Essential Friendly and approachable. Confidential and discrete when handling private information. Attention to detail and organised. Creative, with the ability to think outside the box to flex, grow and develop Care Events work. Candidate must have the ability to work both individually and as part of a team, working with a wide range of colleagues on different events and projects. Ability to respond to last-minute changes of plans with confidence, working under pressure to ensure successful outcomes. Ability to adapt to a variety of environments- from large scale family events to more intimate individual events or wishes. Confidence to contribute to a multi-disciplinary team. Ability and willingness to critically assess events programme to enable constant improvement and ensure that family members of all ages and needs are able to benefit from events. Desirable Knowledge of sustainability and a desire to ensure that we make the best use of the materials available to us and the storage of these. Person Specification Knowledge and Skills Essential Able to manage the organisation of multiple events simultaneously and ensure consistency in quality of events. Knowledge of how to effectively safeguard children and young people. Ability to proof-read work to ensure accuracy and correct grammar. Good working knowledge of software such as Eventbrite, Microsoft Excel and Teams, or the ability to quickly learn how to use new software. Knowledge of or ability to learn to use Firetext and other communication apps. Strong relationship building skills- with families under our care and event contacts. Ability to form positive relationships and provide support to children and family members. Knowledge of hospice catchment area and local facilities that are wheelchair accessible and SEND friendly. Knowledge of data protection and GDPR. Excellent communications skills are required to ensure that the wider hospice is kept informed of Care Events plans. Desirable Understanding of the service provision in childrens palliative care. Knowledge of the impact of anticipatory grief, grief and trauma. Understanding of the different needs of affected children, young people, parents, aunts/uncles, grandparents. Makaton training. Sensory-integration training. Qualifications Desirable Qualifications in events management, or other creative qualification. Minibus MIDAS training. Experience Essential Experience of working with children and young people. Experience in the organisation or planning of activities for children/families. Experience of considering the safety needs and risks of an activity. Desirable Experience in event planning, production and execution. Experience of writing and following risk assessments. Experience leading a team of staff/ volunteers, including briefing, assigning roles, debriefing. Experience working or volunteering in a healthcare/childcare environment. Professional Qualities Essential Friendly and approachable. Confidential and discrete when handling private information. Attention to detail and organised. Creative, with the ability to think outside the box to flex, grow and develop Care Events work. Candidate must have the ability to work both individually and as part of a team, working with a wide range of colleagues on different events and projects. Ability to respond to last-minute changes of plans with confidence, working under pressure to ensure successful outcomes. Ability to adapt to a variety of environments- from large scale family events to more intimate individual events or wishes. Confidence to contribute to a multi-disciplinary team. Ability and willingness to critically assess events programme to enable constant improvement and ensure that family members of all ages and needs are able to benefit from events. Desirable Knowledge of sustainability and a desire to ensure that we make the best use of the materials available to us and the storage of these. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Shooting Star Children’s Hospices Address The Avenue Hampton TW12 3RA Employer's website https://www.shootingstar.org.uk/ (Opens in a new tab)