Employee Name:
Job Title: / Football Operations Co-ordinator
Line Manager: / Steven Gunn (Football Operations Manager)
Line Manager for: / n/a
Date Started:
Overall Purpose of Job: (Narrative)
To provide administrative and operational support for the Football Operation, covering both Youth Academy and Professional squads.
Main Responsibilities/Description of Duties: (Bullet Points)
ADMINISTRATION
  • Provide administrative support for the Football Operation including drafting correspondence, data inputting, filing, mailings, photocopying etc.
  • Assist in maintaining an Operating Manual covering all aspects of the Football Operation support team.
  • Record minutes of meetings as required and undertake any other duties as may be reasonably required.
  • Responding on behalf of club to emails/letters [information requests, educational research, offers of players, job seekers, criticism].
  • Assist with the completion and submission of Governing Body annual returns [SFA/SPFL].
  • Utilise online platform The Sports Office for management of Academy and Professional Squads’ data.
PLAYER RECRUITMENT & INTEGRATION
  • In conjunction with the Head of Recruitment, Youth Academy Head of Recruitment, Football and Youth Academy Management Teams, co-ordinate all travel, accommodation and match ticketing requirements for all scouts and scouting expeditions.
  • In conjunction with the Head of Recruitment and Youth Academy Head of Recruitment, assist with the management of trialists [including but not limited to club permissions & notification/travel/accommodation/insurance/expenses etc].
  • Assist in the integration of new players and their families to the Club/City [accommodation, phones, council tax, utilities, cars etc] and develop an induction booklet for new players.
  • Co-ordinate club provided accommodation for U20 players.
PLAYER CONTRACTUAL ALLOWANCES
  • In conjunction with finance department maintain an accurate record of all contractual travel and accommodation allowances [spreadsheet records].
MATCHDAY, TOURS, TOURNAMENTS & TRAINING CAMPS (FIRST TEAM, U20s, YOUTH ACADEMY)
  • In conjunction with the Football and Youth Academy Management Teams, maintain a detailed match & training calendar including details of opponents, venue, kick-off, meeting place/times, accommodation, transport etc for all Professional Squads.
  • Communicate organisational information to players, parents, coaches and other stakeholders as required regarding the weekly training and match programme.
  • Co-ordinate all key relationships with Football suppliers and agree pricing [coach hire, catering, drinks suppliers, etc].
  • Undertake all matchday notifications as required on a match-by-match basis:
  • Home Matches:- match officials, visiting club tickets, SPFL Delegate, visiting scouts etc.
  • Away Matches:- coach hire, accommodation, catering, drinks suppliers, medical etc.
  • Co-ordinate completion and submission of all match team lines and SPFL Attendance report forms as required by SPFL.
  • Assist with the administrative requirements for entry and participation in all cup matches [Scottish Cup, League Cup, U20 Scottish Youth Cup, European competition].
  • Co-ordinate the player disciplinary process both from external parties [i.e. SFA sanctions etc] and internal issues, maintaining an accurate account of all disciplinary records.
  • Assist with all tour and training camp organisation as per tour/training camp checklist for all training camps/tours/friendlies/pre-season matches [travel/accommodation opponent liaison/match detail agreement/facility bookings/travel/governing body permissions/passports/EHIC’s/itineraries etc].
  • Secure permissions for all friendly and pre-season matches.
FACILITIES
  • Co-ordinate all Youth Academy and Professional Squads’ facility bookings and invoicing, maintaining a detailed and accurate record of all bookings and costings.
INTERNATIONAL TEAM SELECTIONS
  • Co-ordinate requirements for all International team selections for all squads (Youth, U20 and Senior players) and maintain accurate records thereof [notifications/insurance/travel].

Experience/Qualifications/Training
Essential:
Experience in football or sports-related business;
Computer literate (Advanced level MS Word/Excel/Access);
Self motivated and able to work under own initiative when required;
Communicates with others in a positive and influential manner;
Experience of working with confidential information;
Ability to demonstrate budget awareness;
Strong planning and organising skills;
Ability to build strong working relationships;
Flexible approach to weekly working hours;
Team working;
Meeting time-based and quality targets;
Ability recognise problems and identify and introduce solutions. / Desirable:
Good interactive / people skills;
Understanding of Scottish Football;
Degree qualified [or equivalent] in Business Studies or HR Management;
Background in HR.
Signed by Employee: / Signed by Line Manager:
Date: / Date:

Job Description 01 – March 2015 – Temporary Maternity Cover