School Events Coordinator

**SCHOOL EVENTS COORDINATOR**

**REPORTS TO**Director of Human Resources and Strategic Operations

**DIRECT REPORTS**NA
**KEY RELATIONSHIPS**Executive Team Operations Coordinator

IT Team
Administration and Support Staff
Teachers
Community Relations staff
PFA committee

**PURPOSE**The purposes of this role are to ensure the seamless planning, organisation and execution of school events and the effective
management of the School’s annual calendar. This position supports
the School’s vision by maintaining accurate scheduling, coordinating
events and ensuring all associated processes run efficiently and
professionally.

**ENVIRONMENT**This is a full-time permanent position. Hours will be varied as per the
operational requirements of the role and require flexibility for evening or
weekend work.

**KEY AREAS OF RESPONSIBILITY**

**School Calendar Management**
- Work with the Executive Team to create a comprehensive School Calendar
- Monitor and adjust the calendar as necessary throughout the year, ensuring timely
- communication of changes to staff, students and parents
- Act as the central point of contact for all calendar related inquiries and updates
- Ensure the calendar is up to date and available on the School’s communication platform

**Event Management**
- Plan, organise and coordinate school events
- Build and maintain strong relationships with service providers
- Provide event coordination expertise to stakeholders offering advice and suggestions for
- continuous improvement
- Manage event logistics, venues, catering, equipment set-up, and pack-down to ensure
- events run smoothly
- Compile and communicate all requirements for events to the Operations Coordinator
- Oversee signage and communications for events
- Manage Trybooking and RSVP’s
- Perform detailed evaluations after each event keeping accurate records including photos,
- timing and details of the events for future reference
- Provide post event analysis to the Executive Team, including budget costs per event

**School Operations**
- Manage the bookings for shared spaces in the School
- Coordinate production and processes for School photographs
- Work with the Director of IT to ensure the smooth running for prerecording and live
- streaming of events
- Be the contact person for any external parties using Lowther Hall facilities for events

**VALUES AND BEHAVIOURS**

**Expected behaviours**
**Category**

Demonstrates personal integrity and strong work ethic
**Values**Behaviour demonstrates a team approach

Is open to new ideas and opportunities

**Communication**Communicates effectively, especially with adults

**School standards**Always focused on the needs of the School
Always respectful of others
Adds value to the team and the School
Complies with all school policies

**Business outcomes**Looks ahead and anticipates new directions
Understands how teams work and utilises the skills of team
members

**Productivity**Self driven and displays personal effectiveness
Manages stressful situations well
Displays sound problem solving and decision making skills
Possesses technical skills required to be proficient in the role
Shows critical reflection on own work

**Continuous**Reviews performance data to identify areas for improvement
**improvement**Considers the bigger picture when thinking about a problem

Understands and adjusts to change

**Planning**Demonstrates organisational skills
Develops project plans with clear process and outcome

**TECHNICAL REQUIREMENTS**
- Bachelor of Business or Marketing (Event Management) or similar is an advantage
- Proven record of managing events, preferably in an educational setting
- Advanced computer literacy and extensive experience with Microsoft office products
- Proficiency in event management software, calendar tools and RSVP platforms
- A current and appropriate WWC registration
- An understanding of child safe standards
- Current Level 2 First Aid and CPR Certificate - with a commitment to on-going training
- Current National Criminal History Record Check
- Current anaphylaxis management qualification
- Current asthma management qualification

**PERSONAL ATTRIBUTES**
- Sound judgement with regards to people and situations
- Willingness to support the school values
- Organisation and attention to detail
- Time management and prioritising ability
- Initiative and resourcefulness
- Outcomes focus
- Team orientation
- Kind, friendly and supportive to parents, staff and students
- Decision making within level of authority
- Flexibility and ‘can do’ attitude