Youth Event Administrator

Accountable to:
Head of Youth Ministry

Role description: 
As part of the Youth Team, your role would be to administrate Youth Trips, Residentials, special activities and in-house events.

Specific tasks:

  • Researching and booking events for Youth – negotiating price and details.
  • Source additional resources e.g. transport, equipment hire, production hire, food etc.
  • Liaising with event and sorting invoices, deposits, etc.
  • Overseeing bookings for youth for each event – ensuring all payments, consent, forms and youth personal information are collated as required.
  • Support with relevant documentation as needed, e.g. risk assessments.
  • Overseeing parent queries throughout booking period.
  • Effective liaising with Youth Team in the months/weeks prior to event.


  • Youth Camp
  • Youth Day Trips
  • Summer Festivals
  • Youth Socials
  • Youth Baptisms

Person specification

  • Ability to provide a KingsGate pastoral reference.
  • Partner and/or regular attender of a LifeGroup.

Key skills, attributes and/or experience

  • Organised and efficient with excellent administration skills.
  • Effective written and verbal communication skills.
  • Resourceful and excellent problem solver.
  • Basic knowledge of Microsoft Excel.
  • Able to pick up new software programmes.


  • Serve more widely on youth team, to understand team and youth dynamics and youth ministry culture.

Support and personal development

  • Training related to your responsibilities as a volunteer.
  • A named person who will supervise your volunteering and with whom you can discuss your work.
  • Regular one-to-one meetings with your supervisor.
  • A review of your volunteering role after three months (this will normally be carried out by your supervisor).
  • Reimbursement of your expenses. If claiming fuel then this will be paid at the prevailing mileage rate.
  • Access to the church Dynamics system, if appropriate, and any training required to use it.
  • A full member of the staff team with access to a range of developmental opportunities.

Time commitment

  • 2 to 4 hours a week (opportunity to expand depending on events).
  • Working from home.
  • Monthly attendance where possible at Tuesday Morning team meetings.

This Job Description was created by Phil Timson in April 2023.

If you would like to discuss this role you can email

If you are interested in applying for this volunteer role please complete the application form and email to