Events & Programme Administrator; Education

Sport and Pupil Experience Administrator

Join to apply for the Sport and Pupil Experience Administrator role at IAPS

IAPS is a leading association representing world-class prep and junior schools in the UK and internationally. Our 650+ member schools are committed to delivering the highest standards of academic excellence, pastoral care and co-curricular opportunity for children aged 2–13.

IAPS supports its members through professional guidance, training and development, events, and sector representation. We champion the importance of a broad and balanced education, where pupils are encouraged to develop character, confidence and a love of learning.

Within IAPS, the Sport & Pupil Experience Team delivers an extensive programme of sports fixtures, arts initiatives and curriculum-focused events. These opportunities enable pupils to take part in enriching experiences beyond the classroom, celebrate achievements and connect with peers from other schools.

The team is small, collaborative and rapidly developing. It is led by the Head of Sport & Pupil Experience and includes a Manager and one Administrator. This new post will be the fourth member of the team and the second Administrator, working closely together to support the continued growth of the programme.

We are a friendly and committed organisation, working in partnership with our schools to ensure every child benefits from the very best educational start. Joining IAPS means contributing to a team that is passionate about supporting prep schools and enhancing opportunities for young people.

The Sport & Pupil Experience Administrator is a key member of the Sport & Pupil Experience Team, supporting the delivery of a well-established and wide-ranging Sport programme alongside a diverse and rapidly growing Pupil Experience programme of arts, curriculum and enrichment events for more than 650 member schools.

Our Pupil Experience programme brings together a wide range of curriculum opportunities, including national and regional events and competitions in areas such as art, esports, chess, debating and creative writing, as well as other curriculum-linked and enrichment activities. You will work closely with the Head of Sport & Pupil Experience, who leads on strategy, programme development and initial stakeholder conversations, taking responsibility for the day-to-day administration and operational delivery.

This will include setting up events, managing entries, liaising with host schools, partners and judges, and ensuring a high-quality experience for pupils and staff.

The Sport programme delivers a substantial calendar of regional and national events and competitions for IAPS member schools across a variety of sports, involving large numbers of pupils and staff throughout the year. While the primary focus of this post is the Pupil Experience programme, the role will also provide support to the Sport programme by assisting with event logistics, managing entries and communicating with schools and venues to help ensure that competitions run smoothly and professionally.

We are looking for a proactive and highly organised individual, confident in managing complex event information and communicating clearly with schools and external partners. Strong attention to detail is essential. Occasional travel is required and the successful candidate must have access to a car.

IAPS offers a competitive benefits package including 25 days of annual leave, 13% of salary to the pension scheme, access to a health cashback plan, free parking, the Cycle to Work scheme and professional development opportunities.

• Provide administrative support to all arts, curriculum and enrichment events.
• Set up events in the CRM (Eventfolio), ensuring accurate information and timely publication.
• Liaise with host schools and participating schools to confirm logistics and provide clear guidance.
• Monitor event entries and manage amendments.
• Maintain detailed planning documents, timelines and checklists.
• Proactively track tasks and deadlines, escalating issues where necessary.
• Act as a key contact for schools.
• Prepare event documentation including risk assessments, contracts and insurance documents.
• Attend selected events to support delivery or act as an IAPS representative.
• Work with Marketing & Communications to promote events appropriately.
• Support occasional sport events, notably the National Swimming Finals.
• Work closely with the Head of Sport & Pupil Experience to help develop and launch new Pupil Experience events and initiatives.

• Act as first point of contact for Pupil Experience queries.
• Maintain accurate CRM records and support data verification.
• Produce reports from CRM/Eventfolio as required.
• Prepare agendas, minutes and action logs for meetings.
• Develop and maintain strong relationships with school contacts.
• Undertake other duties appropriate to the role.

This role involves occasional weekend or evening work where time off will be given in…