Responsibilities:
The PE, Sports and Activities Administrator reports directly to the Head of PE and Sport. In particular, the PE, Sports and Activities Administrator will
● Possess a general responsibility to The Principal and Director of Business Services for the safety and security of students during the extracurricular activities offered by The School;
● Conducting the efficient, safe and accurate administration of the extracurricular programme including;
o Full familiarity with all appropriate software and information management systems;
o Supervising the sign-up (online) of students’ preferences for all extracurricular activities and the change procedures for students wanting to change activities;
o Maintaining the database of extracurricular participation by students and producing Management Reports to the Head of PE and Sport on a termly basis;
o Maintaining up-to-date information relating to extracurricular activities on a daily basis to ensure that attendance registers of students for activities are absolutely accurate;
● Communicating between the Sports and Activities Team and other relevant parties;
o Ensuring that all absences of students from assigned extracurricular activities will be followed up on a daily basis.
o Communicate with students, parents and staff in respect of changes/alterations to extracurricular programmes;
o Ensuring the Sports and Activities administrator liaises with outside providers and the school’s account department regarding billing for activities;
o Ensuring the Sports and Activities administrators collate risk assessment forms and team lists from coaches for away matches;
o Ensuring excellent communication with the Director of Marketing & Communications, teachers, parents and students in respect of extracurricular activities;
● Being responsible for the safe hand-over of students from teachers to extracurricular providers and then from extracurricular providers to parents / responsible adults at the end of the school day;
● Ensuring that all financial procedures relating to extracurricular activities are in strict accordance with school policy;
● Being responsible for the administration of the evaluation of all extracurricular activities and provide Management Reports to the Head of PE and Sport and Senior Management Team as required.;
● Arranging recreation and sports programming and tournaments;
o Setting dates, communicating changes, organise staffing, number of officials, number of buses and etc;
o Assisting with the organisation of school sports events (which may take place at weekends as well as weekdays) and acting as a key point of contact for travelling teams;
o Assisting in the organisation of resources and support for tournaments;
o Liaising with grounds staff and the facility technician on tournament layouts and preparation;
● Organising activity blocks;
● Responding to queries from teachers, letters for events, team photo schedules, coaching/ “You-time!”, updating score sheets, updating the website.
● Providing support for other administrative sections from time to time, particularly outside term time;
● Maintaining records of the team kit inventory in liaison with the school shop and initiating reordering when necessary;
● Ensuring all administration of overseas trips is completed in a safe and timely manner, in line with the educational visits policy. This may also involve communicating with external agents, hotels, transportation companies, airlines, government departments, consulates, insurance companies etc;
● Communication with regards to and collation of all references pertaining to Shrewsbury Sports Coaches and external providers;
● Ensuring the safety of all students through the school's Heat Index and AQI policies, by sending all staff members regular updates when conditions fall outside of safe ranges.
HR Responsibilities
● Assisting with the administration of external providers in respect of Police Checks and Child Protection Training and working closely with the Manager of Human Resources to ensure that no external provider works at school without completing all necessary protocols;
● Ensuring outside providers comply with school protocols which include child protection training, police checks and maintain contact lists;
● Maintain accurate and complete records ensuring they are maintained digitally, complete, up-to-date and logically organised;
● Deal with other ad-hoc duties as and when required.
- Monitor the Saturday Sports Programme Supervision under the direction of head of You - Time is include.
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Shrewsbury International School Bangkok City Campus
