Events & Administration Coordinator

Navy Rugby Union; Portsmouth; On-site; GBP 28,000 - 31,000; Full time

Benefits offered by this job

Health insurance

30 days annual leave

Access to HMS Temeraire facilities

Job summary

The Navy Rugby Union is seeking an Events & Administration Coordinator to support the planning and delivery of RNRU events and the smooth running of administrative functions. This two-year fixed-term contract may evolve into a permanent role as the organisation grows, based at HMS Temeraire, Portsmouth with access to onsite facilities and occasional travel.

The role requires flexibility, including some evenings and weekends, and offers a salary of £28,000–£31,000 plus benefits.

Qualifications

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

Responsibilities

• Plan, coordinate, and deliver a wide range of RNRU events, including home fixtures, hospitality functions, and sponsor tailgates.
• Manage logistics: accommodation, travel, transport, venue liaison, catering and equipment.
• Produce detailed event plans ensuring safety, professionalism and SMP compliance.
• Maintain the RNRU Master Fixtures List and Calendar; coordinate monthly planning meetings.
• Support the Business Manager with major events such as Army v Navy and Navy v RAF.
• Produce and manage VIP guest lists, invitations, RSVPs, and on‑the‑day hosting.
• Identify promotional opportunities for planned events; collaborate on media/PR activity.
• Implement safety processes for all events; escalate risks and issues as needed.
• Provide administrative support across the RNRU Office; assist with away fixtures and travel logistics.

Tools

Microsoft Office

Job description

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.

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 Postof 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

• 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)
• 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
• 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:[e-mail]
Website: www.navyrugbyunion.co.uk Registered Charity Number: 1165153