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The College Events Administrator provides essential administrative support to the College Events Team, ensuring the smooth planning and delivery of a wide range of function bookings and internal events for pupils, parents and staff. The role is focused on the data management of venue and facilities bookings, administrating event software, and stakeholder and supplier liaison with the opportunity to oversee small departmental events and provide full support across our headline occasions such as Speech Day, Graduation, and the Festival of Education. It requires a proactive and professional approach, with an ability to problem solve within a fast paced, creative team.Flexibility to work specific evenings and weekends during busy event periods is essential.
About the Team
The College Events Team is responsible for the creation and delivery of Wellington College’s internal events programme and daily event venue management, supporting our pupils, parents and staff. Since its establishment in 2017, the team has grown to become the central hub for our service teams, managing over 3,500 venue/function bookings each year and delivering a diverse range of events including Remembrance Services, Speech Day, Graduation, and the two-day Festival of Education.
The team works closely with internal stakeholders to ensure events are inclusive, engaging, and professionally delivered, while also providing opportunities for pupil involvement and leadership. Events range in scale from small departmental functions to major College-wide celebrations, with attendee numbers from 5 to 5,000.
The department’s mission is to foster a sense of community and celebration, creating memorable experiences that reflect the College’s values and uphold its reputation for excellence within the industry.
The Events Administrator plays a vital role in supporting this mission, ensuring the smooth running of bookings, software systems, and communications that underpin the College’s internal events programme and venue management.
Responsibilities
Venue and Function Booking Administration
* Act as the first point of contact for internal venue and event bookings, responding to queries and managing requests via the shared inbox.
* Use the College’s venue management system (Kinetics/Kx) to input and update booking details, ensuring accuracy and consistency across all records.
* Prepare and distribute detailed function sheets for each booking, coordinating with departments such as catering, AV, domestic services, and security.
* Monitor booking activity and support the Deputy College Events Manager in administrating venue availability and scheduling.
Event Software and Box Office Support
* Assist in the creation and maintenance of online ticketing and event booking platforms (e.g. Eventsforce, Ticketsolve).
* Provide box office support for pupil shows and concerts, including evening duties on a termly rota basis. Update the College events pages on the website and support the development of user guides and training materials for event software systems. Event Support and Delivery
* Provide administrative and hands-on support for small-scale College department events in collaboration with the Events Coordinators, including oversight of setup, stakeholder liaison, and post-event tasks.
* Support the delivery of headline events such as Remembrance, Speech Day, Graduation, and the Festival of Education. Stakeholder and Supplier Liaison
* Build and maintain strong working relationships with internal departments and external suppliers.
* Support the sourcing and onboarding of new suppliers, ensuring all documentation is up to date and compliant with College policies.
Compliance and Record Keeping
* Maintain accurate records of supplier safeguarding, health & safety, and legal documentation.
* Assist with ensuring all activities comply with College safeguarding, health & safety, and data protection policies. Team Support and Administration
* Provide administrative support to the Events Team, including answering calls, managing inboxes, minute-taking, filing, and ordering supplies.
* Support the induction of new staff and contribute to the continuous improvement of administrative processes.
Qualifications / Knowledge & Experience
* Minimum qualifications up to A Level / IB or professional equivalent.
* Excellent administrative and organisational skills.
* Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams).
* Experience with data input and software/database support.
* Strong written and verbal communication skills.
* Ability to manage multiple priorities and meet deadlines.
* Ability to work flexible hours, including specific evenings and weekends.
* Awareness of Safeguarding requirements and good practice within an educational setting
* Experience in events, hospitality, marketing, or venue management.
* Experience working in a busy environment.
* Familiarity with CMS, CRM, or ticketing/venue management software.
* Knowledge of event health & safety.
* Experience working in an educational or heritage setting.
Skills and Personal Qualities
* Excellent communication skills to enable effective dialogue with colleagues, staff, visitors and where applicable, pupils
* Organised and self-motivated, with a proven record for meeting targets and deadlines
* Able to perform well, maintain professionalism, display patience and politeness whilst under pressure
* Dedicated team-player, who strives for excellence and leads by example
* Tactful and discreet, whilst mindful of observing Safeguarding and professional standards
* Displays a smart and professional appearance, representing the College in a positive manner
* Well-developed problem-solving skills
* Enthusiastic, with an eagerness to learn new skills and a commitment to personal continuous professional development
* High level of accuracy and attention to detail
* Self-motivated and able to work alone without direction
* Adaptable and flexible with working patterns when required
* Committed to contributing towards the College community
* Excellent numeric and computer skills (Microsoft Word, Excel and Outlook essential).
* Reasonable physical fitness to carry out the role.
All employees are expected to actively promote and demonstrate the five core values of the College:
KindnessIntegrityRespectResponsibilityCourage
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Part-time
Job function
* Job function
Management and Manufacturing
* Industries
Primary and Secondary Education
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