Sports and Activities Administrator in Ipswich

Ipswich School are seeking a Sports and Activities Administrator. The post will provide effective administrative support to the Director of Sport and the Assistant Head (Academic and Co-curricular) and be an important point of contact for our pupils, parents, staff, and the wider school community. You will also provide administration support for a wide range of clubs and activities, which appeal to a range of staff and student interests, while also making a significant contribution to the local community.

Main duties and responsibilities

• Provide support to the Director of Sport and can deputise (administratively) in his/her absence.
• Deal with enquiries made to the Sports Office effectively (in person, by email, telephone or letter as appropriate), passing enquiries on to relevant staff as required.
• Attend weekly Estates and Catering meetings to confirm the Sports department requirements for the week ahead.
• Maintain regular dialogue with the Transport Manager to plan travel arrangements effectively each term, particularly for weekly sport and co-curricular sessions.
• Liaise with venues (internal and external) to ensure bookings and requirements are organised well in advance.
• Manage and oversee the SOCS database in collaboration with the Assistant Head (Academic and Co-curricular), Director of Sport and Heads of Sport (this will involve managing games registers, pupils’ medical details etc).

Pupil related activities

• Coordinate/administer pupil activities for ‘minor’ sports e.g. Skiing, Tennis, Sailing and Equestrian.
• Manage the end of term Awards process, maintaining records, ordering the awards, trophies etc within the agreed budget.
• At the end of the academic year, coordinate information for the Head’s speech in relation to Sport, liaising with the Head’s PA and other staff in relation to arrangements for Speech Day.
• Support the Assistant Head in organising and managing the School’s inter-house sports competition (Ganzoni), checking dates, organising staffing, managing communications etc.
• Provide cover for games sessions if staff are absent.
• Assist with the registration of pupils on games afternoons.

Staffing

• Update staff contact lists and photo boards/lists for the Sports department.

Clubs and Activities Coordinator

• Identify staff interests and enthusiasms and encourage all Full-Time staff to participate in the Thursday activity programme and provision of clubs.
• Support the Assistant Head (Academic and Co-curricular) in improving the offering of activities for Years 9-13 and, in particular, the community activities for Years 9 and above.
• Collate pupils’ choices and communicate with tutors in providing students with their ‘first choice’ activity (wherever possible).
• Support the Assistant Head (Academic and Co-curricular) in publicising activity lists and associated information using the SOCS database, to keep pupils informed about what they will be doing and where the activity is going to be held.
• Stand in for staff on occasions when no other cover is available.
• Promote Thursday Afternoon activities and clubs on the school’s website, and on open mornings, by keeping up-to-date, engaging photographic records.
• Liaise with staff and publish termly details of club provision.
• Attend half-termly meetings with the senior manager overseeing clubs and activities.

This is a sample list of duties, and it is not intended to be exhaustive; duties may be changed or added to as determined from time to time.

Accountable to: You will work closely with the Assistant Head Academic and Co-curricular and Director of Sport, and other members of our sport, teaching and support staff. You will also have regular contact with our pupils and parents.

For more information Please contact HR team by calling 01473 408300 or emailing: hr@ipswich.school

Closing date: 12 pm, 14 August 2026. Interview date: 20 August 2026. We reserve the right to interview and appoint a successful candidate before this date if we receive a strong applicant or applicants.

Ipswich School is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. Applicants must be willing to undergo child protection screening, including checks with past employers and the Disclosure and Barring Service. Having a criminal record will not necessarily be a bar to obtaining the position.

The Ipswich School policy on the recruitment of ex-offenders and the Code of Practice relating to the Disclosure and Barring Service are available on request. Ipswich School’s employees are responsible for promoting and safeguarding the welfare of children and young people they are responsible for or come into contact with. The post holder must adhere to and ensure compliance with the School’s Child Protection and Safeguarding Children Policy at all times. If, in the course of carrying out his/her duties, the post holder becomes aware of any actual or potential risks to the safety or welfare of children in the school he/she must report any concerns to the School’s Designated Safeguarding Leads.

Ipswich School’s employees are expected to attend training in safeguarding children as directed. Applicants are advised that in the interests of the health and safety of all its pupils and employees, Ipswich School operates a No Smoking Policy and employees are expected to comply with the statutory restriction on smoking in public places.