Wairakei Primary School Event Manager Job Description

Name:
Job Title: Event Manager

Responsible to:
Principal / Senior Leadership Team (SLT)

Parent Teacher Association

Hours of Work:
10 hours per week
Days and times to be negotiated depending on event calendar

Employment Weeks:
School year - 40 weeks
Additional hours may be required during peak event periods (e.g. winter sports, major school events)

Rate of Pay:
As per SSCA

Employment Contract:
NZEI Support Staff in Schools
Employment provisions as per the Support Staff in Schools Collective Employment Contract.

Key Responsibilities

The Event Manager is responsible for the planning, coordination and delivery of school-wide events, sporting activities, and fundraising initiatives. The role supports staff, students, PTA, and senior leadership to ensure events are well organised, compliant, and run smoothly.

The role requires strong organisational skills, clear communication, and a collaborative approach with staff, students, families, and external providers.

Event Planning and Coordination

1. Create detailed run sheets for school events, assemblies, sports days, discos, and Celebration of Learning and Pet Day
2. Plan, organise, and coordinate school-wide events in collaboration with staff, SLT, and the PTA.
3. Work closely with the PTA to support fundraising and community events.
4. Assist with the planning and delivery of Celebration of Learning events.
5. Manage logistics for events, including equipment, staffing, and timelines.

Sports Coordination

1. Arrange and manage school sports teams including Touch, Hockey, Netball and basketball and other school sporting events.
2. Coordinate interschool sports events, including communication with other schools.
3. Attend sport meetings hosted by Waikato Sports and the Taupo Sports Advisory.
4. Attend school sports events alongside a designated staff member to support organisation and supervision.
5. Manage school sports uniforms, including distribution, tracking, and returns.

Health, Safety and Compliance

1. Complete RAS forms for all school events and interschool activities.
2. Ensure all events comply with school policies, EOTC requirements, and health and safety expectations.
3. Liaise with staff to ensure appropriate supervision and risk management is in place.

Event Setup and Operations

1. Set up and pack down the school hall for assemblies, discos, celebrations, and school-run events.
2. Assist staff with event setup requirements as needed.
3. Ensure equipment and spaces are prepared and left in appropriate condition after events.

Communication and Administration

1. Communicate regularly with the Senior Leadership Team regarding upcoming events and requirements.
2. Provide content and updates for the school newsletter relating to events, sports, and fundraising.
3. Mark in and out hours worked accurately, in line with school processes.
4. Maintain clear records related to events, sports teams, and uniforms.

Fundraising

1. Plan, coordinate, and run fundraising events in collaboration with the PTA and school leadership.
2. Support fundraising logistics, promotion, and event-day coordination.

General Responsibilities

1. Work collaboratively with staff to support school priorities.
2. Provide assistance to staff during major school events as required.
3. Show flexibility and initiative in responding to the changing needs of the school.
4. Complete any other reasonable tasks related to events and sports as directed by the Principal or SLT.

Person Specification

❑ Excellent organisational and time management skills
❑ Strong communication and interpersonal skills
❑ Ability to work collaboratively with staff, students, PTA, and families
❑ Confident managing multiple events and deadlines
❑ Attention to detail and ability to follow processes
❑ Understanding of health and safety requirements in a school setting
❑ Ability to work independently and use initiative
❑ Willingness to work flexible hours to meet event needs
❑ Calm, professional, and approachable manner
❑ Willingness to be actively involved in school-wide activities

Employee
Signed: _________________________________
Date: _________________________________

Principal
Signed: _________________________________
Date: _________________________________