Academy Operations Administrator (Apprentice)

JOB DESCRIPTION

Job Title:

Academy Operations Administrator (Apprentice)

Hours of Work:

30 hours per week

Department:

Academy

Location:

Finch Farm

Responsible to:

Academy Secretary

Role Summary

Assist the Academy Operations team, in particular the Academy Secretary and the Academy Operations Co-ordinator, in undertaking a variety of administration duties and other activities to help ensure the smooth running of the department.

Requirements

This is a development opportunity specifically linked to undertaking the completion of a recognised Apprenticeship framework funded by the government to which some eligibility criteria apply.
To be eligible to undertake the Apprenticeship scheme applicants should not currently be in education or already be enrolled on an apprenticeship framework and should not hold a degree or an equivalent Level 4 qualification.
You must be aged between 16 and 23to apply for our Apprenticeship programmes, due to the way the programmes are funded.

Key Responsibilities

Tour Administration

Provide administrative support to the Head of Academy Operations, Academy Tour Co-ordinator and Academy Secretary for the arrangement of the Academy Tours and Tournaments Programme.
Keep an up to date spreadsheet of the tour programme for the current year, including who will be attending.
Liaise with the Academy Tour Co-ordinator and Academy Secretary to arrange transport for all tours.
Ensure invitation communications are sent to all parents of boys going on tour.
Liaise with the Education & Welfare department to send letters to the schools of boys missing any education time, to gain permission for boys to go on tours.
Complete all Premier League documentation required for our tours and tournaments, and that we have FA clearance to participate in those which include teams from other nations.
Assist in the creation of itineraries for tours and distribute to the staff and players in advance of departure for the tours.
Ensure all boys have a completed consent form in advance of departure for the tours.
Liaise with the Tour Leader post-tour to ensure evaluation and follow up procedures are completed.
Following the tours, keep records of our performance and evaluation using the completed tour reports.
Keep the annual tours list updated with the departure and return dates, as well as tournament information and staff attendance.

2General Administration

Providing general office administration support.
To collate and upload all weekly meeting notes to the PMA.
Update player information across several spreadsheets and documents, as well as Text Anywhere.
To develop an understanding of Premier League and FA requirements, and assist the Academy Secretary in providing a high quality administrative support.
To assist the Academy Secretary when required in the collation and processing of financial administration, when required.
Digitise player records.
To assist the Academy Operations Co-ordinator with the organisation of events throughout the Academy calendar year, when required.
To liaise with the Academy Operations Co-ordinator to ensure the Academy Calendar is up-to-date and room bookings at Finch Farm are managed effectively.
To assist in ensuring each week’s schedule is communicated to Finch Farm and Academy staff via the Academy Planner on a weekly basis.

To undertake Academy Reception duties when required.

Answering and directing phone calls and emails as well as dealing with queries where possible.
Opening, distributing, responding to and sending out correspondence on a daily basis where appropriate.
Responsible for ordering stationary for the Academy as and when required.

3Safeguarding

Monitor potential safeguarding children risks and work with the Academy Safeguarding Officer, and the Head of Safeguarding for Everton Football Club to promote safer working practice throughout the Academy.
Understand the Academy Safeguarding policy, procedures and best practice guidelines. Use this understanding to ensure safer recruitment, safe working practices, appropriate reporting of concerns and contribute positively to an Anti-bullying environment.

4Other Responsibilities

Take responsibility for personal performance and the development of personal skills to ensure the required skills, knowledge and competence to fulfil the role.
Encourage and promote the values of Everton Football Club and to comply with the required standards of conduct and so promote the Club within the community by acting with integrity and honesty.
Promote, adhere to and implement the Clubs Equality and Diversity Policy and to work consistently to embed equality and diversity within Club.
Ensure that all work is completed in a priority basis, and work meets a high degree of professionalism, quality and craftsmanship.
To attend staff meetings as required.
To attend training courses and external seminars and meetings as appropriate/required.
To be aware of current trends and best practice in your field of specialism.
To continually look for ways to develop and improve the service provision of the department.
To be aware of EPPP rules and requirements.

5Educational Responsibilities

Commitment to attend a nominated place of training 1 day per week throughout the programme to gain Level 2 or 3 Diploma in Business Administration, with the ability to be involved in some coaching.

PERSON SPECIFICATION

Skills & Abilities
Essential / Desirable

Excellent communicator, both written and verbal, who places high value on attention to detail.
Excellent IT Skills, including a high level of competence using excel and word.

Strong administration, organisational and planning skills.
An ability to adapt quickly, be flexible in the face of change and solution orientated.
Ability to remain calm under pressure.
Ability to anticipate and prioritise diverse workload, managing work, time and resources cost-effectively.
Flexible approach, with ability to work alone and as part of internal and external teams.

Excellent inter-personal skills with an ability to build rapport and positive relationships with all levels of an organisation.
Good level of football knowledge.

Full UK Driving Licence

Knowledge & Experience
Essential / Desirable

A good knowledge of common computer programs i.e. Microsoft.

Database management experience
Detailed knowledge of the rules and regulations of football.

Personal Attributes
Essential / Desirable

Confidential.
A “can do” attitude.
Self-motivated.
Team worker with a flexible and co-operative approach.
Willing to learn.

An understanding of Everton Football Club, the academy values and philosophy.

Qualifications
Essential / Desirable

5 GCSE’s at grade A*-C (or equivalent)

including Maths & English. /

Level 1 or 2 in ICT.

GENERAL RESPONSIBILITIES

General Responsibilities

Employee Relations

To make suggestions to improve the working situation and contribute to positive employee relations within their area of work and Everton Football Club as a whole.
Health & Safety
To take reasonable care for the health and safety of yourself and other employees and members of the public who may be affected by your acts or omissions at work.
To comply with all aspects of the Everton Football Club Health and Safety Policy and Arrangements, to enable the Company to perform its civil and statutory obligations in relation to Health & Safety.

Customer Service

Identify and meet the needs of colleagues and our customers, focusing on initiating and welcoming contact and communication whilst striving to deliver first class customer service.
Recognise potential complaint situations and make effective steps to avoid and/or resolve these situations.

Self Development

To take responsibility for your own development and to help realize your own potential by undertaking any necessary internal or external training sessions in accordance with the Company’s Performance and Development Review Policy.
Team Work
Ensure effective communication within your work team and across the Company whilst actively offering support and guidance as necessary.

Equal Opportunities and Harassment

To cooperate with measures introduced to ensure there is equality of opportunity in employment. To ensure understanding, awareness and compliance with the Company’s Equal Opportunities Policies.
To ensure that the working environment is free of sexual and racial harassment and intimidation and any other form of harassment constituting unacceptable behaviour which is personally offensive.

This document is a guide only and should not be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and will be amended in the light of changing needs of the organisation.

All employees may be required to undertake any other duties as may be reasonably requested.