Student Activities, Trips and Community Events Administrator

Reporting to: Principal / Campus Leadership Team
Location: Whole School (Primary & Secondary)
Contract Type: Full-time

Purpose of the Role

The Activities, Trips, Sports and Community Events Administrator will be responsible for the effective organisation and coordination of all Extra-Curricular Activities (ECA), Co-Curricular Activities (CCA), school trips, residential programmes, sporting tournaments and fixtures, Duke of Edinburgh Award (DoE) expeditions, community events, summer camps, weekend programmes and related opportunities. The post-holder will ensure efficient administrative systems are in place to support staff, students, parents and the wider community, while maintaining compliance with health and safety requirements and Ministry of Education (MoE) regulations.

Key Responsibilities

1. Coordination of Activities

• Manage and coordinate the scheduling and administration of all ECAs, CCAs, holiday programmes and weekend activities.

• Liaise with staff to compile and publish activity timetables each term.

• Support the allocation of facilities, equipment and transport for each programme.
  
  

2. Trips and Residentials

• Oversee the planning, approvals, and administration of all school trips (local, overseas, and residential).

• Manage logistics including transport, accommodation, catering and communication with parents.

• Ensure risk assessments are prepared, reviewed and approved prior to each trip.

• Liaise with the MoE to secure required approvals for trips and off-site activities.
  
  

3. Sporting Tournaments and Fixtures

• Coordinate the calendar, logistics and administration for inter-house, inter-school and external sporting tournaments and fixtures.

• Arrange transport, facilities, referees/officials and equipment as required.

• Ensure communication with staff, students and parents is clear and timely.

• Maintain accurate records of fixtures, results and participation.

4. Duke of Edinburgh’s International Award (DoE)

• Support the administration of the DoE programme, including enrolments, record-keeping, and expedition planning.

• Coordinate logistics for practice and qualifying expeditions, including equipment and transport.
  
  

5. Risk Management & Compliance

• Maintain records of all risk assessments, parental consent forms, insurance and approvals.

• Ensure all activities meet school, MoE and safeguarding standards.

• Work closely with staff to monitor compliance and update procedures when necessary.
  
  

6. Transport Administration

• Coordinate bookings of school transport for activities, trips and camps.

• Liaise with the transport team and external providers to ensure safe, reliable and cost-effective arrangements.

• Monitor schedules to avoid clashes and maximise efficiency of transport use.
  
  

7. Community Events

• Provide administrative support for the planning and delivery of school community events and celebrations.

• Coordinate logistics such as venue, equipment, catering, transport and communication with families.

• Work with staff and the Parents’ Association to ensure smooth running of events that enhance community spirit.
  
  

8. Communication & Liaison

• Act as the key point of contact for parents regarding ECA/CCA sign-ups, trip arrangements, community events and summer/holiday programmes.

• Work closely with staff leaders of activities to provide administrative support.

• Produce and circulate regular communication on activities, including termly ECA/CCA brochures, event notices and updates.
  
  

Person Specification

Essential:

• Strong organisational and administrative skills.

• Experience in coordinating large-scale activities, events, or programmes.

• Excellent attention to detail and ability to manage multiple tasks simultaneously.

• Strong communication and interpersonal skills to liaise effectively with staff, students, parents and external agencies.

• Ability to work under pressure and meet deadlines.

• Proficiency in Microsoft Office and relevant school management systems.
  
  

Desirable:

• Experience working in an educational environment.

• Knowledge of health and safety, safeguarding, and risk assessment procedures.

• Familiarity with the Duke of Edinburgh’s International Award programme.

• Experience in organising community events.

Education Requirements:

• A diploma with relevant experience

Experience Requirements:

• Minimum 2-3 years of experience in student affairs, campus activities, youth engagement, or event coordination

• Proven experience in organizing student programs, clubs, events, or leadership development activities.

• Experience working with diverse student populations and fostering inclusivity.

• Background in event planning, project coordination, or community outreach is highly valued.

• Experience liaising with internal departments, external partners, and vendors for student events.

• Previous involvement in student affairs, co-curricular activities, or youth development organizations is an added advantage.