ROLE PURPOSE
The Academy Administration Assistant will provide day-to-day administrative and operational support to the Academy, helping ensure the smooth running of our football, education and player development programmes.
The successful candidate will work closely with Academy management, coaching staff, education staff, players, parents and external partners. This is a varied role requiring excellent organisation, communication and attention to detail.
The role will be particularly important in maintaining accurate player records, coordinating communications, supporting registrations and ensuring Academy administration is completed efficiently and professionally.
KEY RESPONSIBILITIES
Academy Administration
- Provide general administrative support to the Academy Director and management team.
- Maintain accurate and up-to-date player and student records.
- Manage Academy databases, spreadsheets and online systems.
- Organise and maintain electronic files and documentation.
- Assist with preparing letters, reports, forms and other Academy documentation.
- Monitor Academy email accounts and respond or forward enquiries appropriately.
- Support the organisation of meetings and maintain notes and action points where required.
Player Recruitment & Registrations
- Support the administration of Academy applications, trials and recruitment events.
- Maintain records of prospective players and their application status.
- Contact players and parents regarding trials, training sessions and next steps.
- Assist with player registrations for relevant leagues, competitions and governing bodies.
- Collect required documentation including identification, photographs, consent forms and registration information.
- Ensure player information is accurate and completed within required deadlines.
Player & Parent Communication
- Act as an administrative point of contact for players and parents.
- Maintain relevant Academy communication groups and contact databases.
- Respond professionally to general enquiries and escalate issues to Academy management when appropriate.
- Help ensure players and parents receive clear and timely information.
Fixtures & Football Administration
- Assist with the administration of Academy fixtures and competitions.
- Support the preparation and distribution of match information.
- Maintain fixture schedules and Academy calendars.
- Assist with squad lists, team sheets and player eligibility administration where required.
- Liaise with coaches, opposition clubs, venues and officials when instructed by Academy management.
- Support the administration of tournaments, showcase fixtures and Academy events.
Education & Student Administration
- Support the administration of players enrolled on the Academy's education programmes.
- Maintain attendance and student information where required.
- Assist with enrolment and induction processes.
- Support the collection of student documentation and information.
- Liaise with education staff and partners regarding student administration.
- Help communicate important education dates, deadlines and requirements to students.
Events & Academy Operations
- Assist with the organisation of Academy trials, open days, showcases and recruitment events.
- Support Academy staff with event registration and attendance lists.
- Help coordinate venues, schedules and participant information.
- Provide administrative support for Academy trips, tours and special events where required.
Finance & General Administration
- Assist with maintaining records of Academy payments, fees and registrations where appropriate.
- Support the monitoring of outstanding payments and documentation.
- Assist with purchase records, invoices and expenses when requested.
- Maintain accurate records and provide administrative reports to Academy management.
PERSON SPECIFICATION
The successful candidate should demonstrate:
- Excellent organisational and administrative skills.
- Strong written and verbal communication.
- Good attention to detail and accuracy.
- Ability to manage multiple tasks and deadlines.
- Confidence communicating with players, parents, staff and external organisations.
- Good IT skills, including Microsoft Word, Excel, Outlook and online administration systems.
- Ability to work independently and as part of a team.
- Professional and approachable manner.
- Ability to handle confidential information appropriately.
- A proactive attitude and willingness to support different areas of the Academy.
DESIRABLE EXPERIENCE
It would be advantageous, although not essential, to have:
- Previous experience within an administrative role.
- Experience within football, sport, education or an Academy environment.
- Experience working with young people and/or parents.
- Knowledge of football registrations, leagues or competition administration.
- Experience using CRM, player management or education management systems.
- Experience supporting events, trials or sporting programmes.
SAFEGUARDING
The Academy is committed to safeguarding and promoting the welfare of children and young people.
The successful candidate will be expected to follow all Academy safeguarding policies and procedures and may be required to undertake an enhanced DBS check and relevant safeguarding training depending on the responsibilities of the position.
KEY WORKING RELATIONSHIPS
The Academy Administration Assistant will work closely with:
- Academy Director / Head of Academy
- Academy Management Team
- Coaching Staff
- Education Staff
- Players and Students
- Parents / Guardians
- Partner Clubs and Organisations
- League and Competition Administrators
- Schools, Colleges and Education Partners
- External Suppliers and Service Providers
HOURS & FLEXIBILITY
The role will primarily operate during agreed Academy working hours. However, some flexibility may be required around trials, enrolment periods, fixtures, showcases, events and other key Academy activities.
Occasional evening or weekend work may be required depending on the Academy programme.
PERFORMANCE EXPECTATIONS
The Academy Administration Assistant will be expected to:
- Maintain accurate and organised Academy records.
- Complete administrative tasks within agreed deadlines.
- Communicate professionally and promptly.
- Maintain confidentiality at all times.
- Provide a high standard of support to players, parents and Academy staff.
- Contribute positively to the professional operation and continued growth of the Academy.
Pay: £12.71-£15.00 per hour
Expected hours: No less than 18.0 per week
Benefits:
- Company events
- Free parking
Work Location: In person
