MAIN PURPOSE OF THE ROLE

• Provide administrative and logistical support to Event Leaders* to ensure smooth planning and delivery of school events.
• Coordinate event set-up, including rooms, equipment, signage, catering, IT and volunteer support.
• Plan and facilitate event communications in collaboration with Marketing, Administration and Leadership teams.
• Build and maintain effective relationships with internal and external stakeholders, including staff, students, suppliers and the wider school community.
• Promote events to maximise awareness, attendance, and, where relevant, ticket sales and donations.
• Oversee key operational elements, such as event documentation, budgets, procurement and post-event feedback.

*Members of the school community approved by Leadership to host events, including staff, students with staff support and Parents’ Association. 

SPECIFIC RESPONSIBILITIES FOR THE ROLE

Planning & Logistics 

• Provide administrative and logistical support to Event Leaders.  From a holistic perspective, this includes oversight of event processes and documentation (E1 Forms), maintaining event calendars and logs, managing the Events budget, and overseeing procurement and stock control of gifts, giveaways and event equipment.
• On an event-by-event basis, responsibilities include recruiting and coordinating student volunteers, defining and allocating staff roles, and liaising with school departments to book rooms, arrange set-ups, order signage, and coordinate catering and IT support

Event Administration 

• Collaborate with Event Leaders to plan event communications, including mapping the timing and content of promotional letters, emails and social media. Brief the Administration and Marketing teams to deliver the plan accurately and on schedule.
• The Events Co-ordinator owns the responsibility for key deliverables, including online ticketing and booking, event roles and responsibilities and post-event feedback (via online forms).
• While Event Leaders retain ownership of presentation content, event literature and handouts, the Events Co-ordinator facilitates the smooth delivery of the event. 

Relationship Management 

• Build and maintain effective relationships with a diverse range of stakeholders to support the successful delivery of events.
• Internally, this includes Event Leaders, Leadership, teaching and associate staff, students, and in-school service departments such as Premises, Catering, Finance, IT, Theatre Tech Crew, Reprographics, Data Team, Administration, Reception and Marketing.
• Externally, stakeholders include audiences and suppliers. Audiences may comprise current and prospective families, alumni and their parents, the wider school community, local businesses, dignitaries, and members of the public. Suppliers may include designers, printers, photographers, service providers and guest speakers.

Event Set up & Co-ordination 

• Coordinate event set-up with the Event Lead, Premises Team, student volunteers and other relevant staff.
• Hands-on support may be required, including erecting signage and banners, displaying materials, arranging furniture, loading presentations and collating handouts and event packs.
• Some events, due to their scale or significance in the school calendar, may require the Events Co-ordinator’s presence, and this may include evenings or weekends.
• Respond dynamically to challenges, thinking on your feet to identify practical solutions and ensure smooth event delivery.

Commercial/ Marketing Support 

• Promote events to raise awareness, optimise attendance, and, where relevant, drive ticket sales.
• This includes designing marketing assets for mail-outs, the website, social media and internal digital screens using Canva, PowerPoint, or Google Slides. Also, use internal communications to generate staff interest in attendance and support. 
• Update the website with event content, including “dates for your diary” posters, individual event landing pages, and links to ticketing platforms. Training will be provided on the Content Management System.
• Where relevant, support sponsorship generation and management, including for high-profile events such as the Annual Speech Day. Work with the wider school community to encourage donations for events, for example, the Open Iftar event. 
• Support with other marketing initiatives including the promotion of NHGS and student recruitment, social media stories, school newsletters, press releases and community engagement. 

• To contribute to the overall ethos and aims of the Academy.
• To attend meetings and training exercises as directed by your Line Manager.
• To undertake personal development and improve own practice through training and other learning activities including performance management as required.
• To work as part of a team and support the role of other people within the team.
• To act as a role model and to be aware of and to respond appropriately to individual needs.
• To be aware of and comply with policies relating to child protection, health and safety, confidentiality and data protection, reporting all concerns to a nominated person.