Assistant Academy Operations Manager

Birmingham City Football Club
Up to £26,000 per annum
10 Aug 2017
24 Aug 2017
Contract Type
Full Time

Job Title: Assistant Academy Operations Manager

Department: Academy / Operations

Term: Permanent

Location: Wast Hills Training Ground, 300 Redhill Road, Kings Norton, B38 9EJ

Hours of work: 37.5hrs week

Salary: £26,000 per annum

Application Closing Date: Due to the urgent nature of filling this role, applicants will be interviewed as and when they apply and the application will remain open until a successful candidate has been appointed

A fantastic opportunity for a new Assistant Academy Operations Manager has arisen within our Academy department. The duties include the following:


·Communicate and promote the Academy culture creating an elite environment for the development of young players.

·Have consistently high standards.

·Communicate and engage with parents/guardians where appropriate.

·Attend all professional development events.

·Actively engage in a fully functioning competency framework and integrated appraisal process.

·Monitor the wellbeing of Academy players at all times liaising with the Safeguarding Services Manager.

·Ensure compliance with all the Policies and Procedures contained within the Staff Handbook, paying particular regard to the Equal Opportunities Policy and Health & Safety Policy and procedures at all times.


·Provide administrative and operational assistance to the Academy Manager to include diary management so to effectively run the Academy programme.

·Provide an administrative lead for the Academy Programme ensuring all publications are aligned to the Clubs branding and administrative formats.

·Design and production of relevant forms as requested by Academy staff.

·Assist in the production and on-going attainment of the ISO audit criteria in liaison with the Academy Operations Manager.

·Undertake the role of super user for the Performance Management System (PMA).

·Coordinate the U9-U23 player report schedule within the PMA system.

·Assist Coaching staff in the creation, review and publication of individual player learning plans.

·Collection and verification of Academy finances including expenses, claims, receipts and invoices; prior to Academy Manager’s authorisation.

·Management and operation of petty cash process.

·Management of the meeting schedule, agendas and minutes in line with EPPP requirements for all departments to include the distribution of a weekly activity sheet.

·Creation of reports in preparation for meetings as required.

·Accurate update of all relevant information within the weekly meeting.

·Liaise with the Head of Coaching in the creation of the weekly coaching schedule and distribution of the schedule on the Academy website.

·Keep up to date with knowledge of current legislation and policies, communicating key changes to staff as appropriate.

·Assisting with general administration duties across the Academy departments.

·Secretarial duties to include answering the phone, taking messages and greeting guests.

·Update Academy website with news, fixture information and locations.

·Coordinate the maintenance and updates of the Academy website as required and provide the club’s media department any relevant news articles for the main club site and the Academy twitter account.


·Management of Academy fixtures inclusive of; correspondence with external clubs, distribution of all relevant fixture information (exchange calendar, fixture lists and website) and pitch allocation.

·Provision of the U23 fixture schedule to the Assistant Club Secretary for Club-wide distribution.

·Act as the point of contact between the Academy and the League for all fixture matters.

·Preparation of trip/tour paperwork to include EFL/PL forms, travel arrangements, insurance and itineraries.

·Distribute appropriate trip/tour information prior to the trip/tour departure.

·Liaison with Transport & Match Day Coordinator ensuring all transport requirements are met.

·Manage the day-to-day accommodation requirements ensuring clear and effective communication with the registered host families in liaison with the Safeguarding Services Manager.

·Attend host family visits as required alongside the Safeguarding Services Manager.

·Tracking and recording of accommodation usage providing all details to the finance department.

·Effective coordination and communication with all external facilities.

·Management of the Club’s external usage policy including the organisation and communication of the use of the Club’s facilities by agreed third parties.




·Educated to degree level or equivalent, or equivalent relevant professional training or experience.

·Valid FA safeguarding certificate

·On the DBS update service

Skills & Abilities


·Knowledge of the Player Performance Pathway (EPPP).

·Must be highly organised.

·Ability to create realistic plans to achieve own deadlines, effectively managing workload and prioritising own work; continually reviewing progress to improve efficiency and effectiveness.

·Demonstrable skills and abilities in an Executive PA or Executive Administration capacity.

·Demonstrative ability of interpersonal skills, with a people of all ages and backgrounds and the and the ability to maintain confidentiality, acting with tact and diplomacy.

·Ability to provide oral and written information clearly and concisely and able to understand and explain maters arising in own area of work.

·Ability to contribute to internal and external networks, actively seeking to build productive relationships, share information and ideas and improve working practices.

·Excellent IT skills including the use of MS Office, Intranet/Web/Internet and Outlook

·Ability to deal with urgent changes or projects, whilst maintaining existing workload.

·Ability to undertake health and safety duties and responsibilities appropriate to the post.

·Experience of working with football regulations.

·Experience working within an elite playing environment

·Knowledge of the Performance Management Application (PMA).

·Experience of organising trips, tours and tournaments, both nationally and internationally.

Personal Requirements

·Must adhere to confidentiality and data protection procedures at all times

·Ability to communicate appropriately with all ages

·Ability to deal with difficult situations and confidential matters according to policy and procedures, referring to others where necessary and appropriate.

·Ability and willingness to be flexible and to adapt to change.

·Highly organised, Enthusiastic, Professional

·Flexibility with working hours required to meet demands of the role

·Full and clean UK driving licence desirable but not essential

Applicants must be eligible to live and work in the UK.

Only applicants that demonstrate within their application that they meet the above criteria will be considered for the role.

Under the Disclosure and Barring Service and in accordance with the Club’s own rules regarding Safeguarding the post-holder will be required to meet minimum criteria regarding Safeguarding and a Disclosure and Barring Check will be required in this post. Exceptions Order to Rehabilitation of Offenders Act 1974 applies.

Birmingham City Football Club prides itself on the support it offers its employees and as such offers a variety of excellent benefits, for example, pension, life assurance 2 x salary, free car parking, two free season tickets and membership to Blues Loyalty Scheme. If you offered a position with the company your offer letter will clearly set out the benefits to which you are entitled.

Birmingham City FC is an equal opportunities employer and welcomes applications from all sectors of the Community.

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