Events & Administration Coordinator

Events & Administration Coordinator

The Trustees of the Royal Navy Rugby Union invite applications for the post of Events & Administration Coordinator, a key role supporting the planning and delivery of RNRU events and the smooth operation of the Union’s administrative functions.

This position is offered as a two‑year fixed‑term contract with the potential to become permanent, reflecting the organisation’s continued growth and the ongoing need for high‑quality operational support.

• The role is primarily based at HMS Temeraire, Portsmouth, which offers a vibrant working environment with access to outstanding onsite facilities, including a fully equipped fitness suite, swimming pool, and opportunities to participate in a range of sporting activities as part of daily life.
• The role requires a flexible approach, including occasional evening and weekend work with advance notice, as well as travel to support events.

Hours:
37.5 per week.

Salary:
£28,000 – £31,000 (dependent on experience) + Benefits

Contract:
Fixed-term for two years, with potential to become permanent

Closing Date:
Friday 27^th February

Qualifications, Skills and Experience

Ideal:
Strong organisational and planning skills
Experience in event coordination, logistics, or administrative support
Excellent communication and stakeholder‑management abilities
Confident using Microsoft Office and digital platforms
Ability to work flexibly, including some evenings and weekends with notice
Full UK driving licence (vehicle access preferred).

Desirable:
Experience supporting sporting, military, or large‑scale public events
Awareness of safety, compliance, or protocol requirements
Familiarity with media, PR, or basic social media content creation

Job Description for the Post of Events & Administration Co-ordinator

Event Planning & Delivery

• Plan, coordinate, and deliver a wide range of RNRU events, including home fixtures, hospitality functions, and sponsor tailgates.
• Manage logistics, including accommodation, travel, transport, venue liaison, catering, and equipment.
• Produce detailed event plans, ensuring safety, professionalism, and compliance with the RNRU Safety Management Plan (SMP).
• Maintain the RNRU Master Fixtures List and Calendar, and coordinate monthly planning meetings with Fixtures Secretaries.
• Support the Business Manager with major events such as Army v Navy and Navy v RAF.

VIP & Stakeholder Management

• Produce and manage VIP guest lists, issue invitations, track RSVPs, and coordinate on‑the‑day protocol and hosting.
• Work closely with sponsors, venues, and internal teams to support stakeholder engagement.

Media & Communications Support

• Identify promotional opportunities for planned events and collaborate with the Director of Communications on media and PR activity.
• Monitor social media channels for urgent messages and create basic social media content when required.

 Safety & Compliance

• Implement safety processes for all events, including safety briefs, incident logs, and compliance with MOD and RFU policies.
• Escalate risks and issues where appropriate.

Office & Administrative Support

• Provide administrative support across the RNRU Office, including scheduling, correspondence, reporting, and document preparation.
• Assist with coordination for away fixtures, logistics for Executive Committee travel, and general office communications.

Experience, Skills & Attributes

Essential

• Proven organisational and planning skills
• Experience in event management, logistics, or operational delivery
• Strong communication and stakeholder‑management capability
• Proficiency in Microsoft Office and digital communication tools
• Ability to work flexibly, including evenings and weekends with notice
• Full UK driving licence (vehicle access preferred)

Desirable

• Experience within a sporting, military, or high‑profile event environment
• Knowledge of rugby events or military protocol
• Awareness of compliance, contracts, and safety management
• Basic content‑creation or social media experience

Benefits

• Employer pension scheme
• Health insurance
• 30 days annual leave
• Access to HMS Temeraire facilities (fitness suite, swimming pool, and sports activities)

The closing date is Friday 27 February.
Further information can be obtained by contacting the Company Secretary: email: ruth.stanbridge100@mod.gov.uk

Website: www.navyrugbyunion.co.uk
Registered Charity Number: 1165153