Brighton & Hove Albion Football Club - Job Description
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Brighton & Hove Albion Football Club
Job Description
Job Title Football Administration Executive (Maternity Cover)
Reports to Club Secretary
Key Contacts INTERNAL: Club Secretary, Assistant Club Secretary, Technical Director, Head of
Football Administration, Head of Recruitment & Analysis, First Team Manager, First
Team Coaches, European Scouting Manager, UK Scouting Manager, First Team
Liaison Officer and Assistant Liaison Officer, Academy Secretary, Academy Player
Care staff and all the scouting and recruitment managers and staff
EXTERNAL: The FA, The Premier League, The English Football League, other Football
Clubs and associated travel operators.
Location Based at the American Express Elite Football Performance Centre and may be
required to attend the American Express Community Stadium in Brighton on
occasions.
Hours This is a full-time role, Monday to Friday, 9.00am to 5.00pm. The post holder will
need to be flexible to work outside of normal office hours to meet the needs of the
post.
Contract Maternity Cover (11 months) commencing March 2019 and ending February 2020.
Remuneration Salary dependent on skills and experience.
Auto-enrolment into the Club’s pension scheme (depending on eligibility)
Group Life Protection (death in service cover)
Club discounts and offers
Access to a multi-faith room
Job Purpose To support the work of the Football Administration, Scouting, Recruitment and
Performance Analysis Departments.
To assist in all aspects of football administration.
Roles and Responsibilities
1 To arrange and co-ordinate scouting assignments:
To secure tickets and car parking for each assignment.
To produce a travel itinerary and logistics for relevant scouting assignments.
To book travel including flights, trains, hotels, parking, car hire and ensuring the best price is
achieved and that it falls within budget for Domestic and European scouts.
To liaise with the scouts regarding the detail of their assignment.
To provide a “hub” of communication with scouts for all enquiries related to their scouting
assignments.
BHAFC/AITC are committed to equality of opportunity for all staff and applications from individuals are
encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and
maternity, race, religion or belief and marriage and civil partnerships.
BHAFC/AITC are fully committed to safeguarding and promoting the welfare of children and young
people and expect all staff and volunteers to share this commitment. To assist with the management of the ‘Player Recruitment’ e-calendar to include checking of
inbox during weekends as and when necessary.
To liaise with the Recruitment analysts in regards to game changes and making sure everything
is order.
2 To provide support on the expenditure and budget of the Recruitment and Analysis Departments
including:
To ensure that the whole department follows the correct purchasing protocol.
To ensure that any travel booked or any items bought is done so at the best price possible.
To work closely with the Finance department to assist in maintaining the purchase order
spreadsheet.
To work closely with the Finance department to ensure invoices are authorised and signed
by the correct Head of Department and returned to accounts in a timely manner.
To submit correctly and monitor ALL department expenses and fee claims, including:
The Senior and Youth Scout expenses and fees claims, all departmental staff claims,
Technical Director, Scouting and Recruitment Managers, First Team Staff and Analysts.
To assist in keeping accurate records of all petty cash expenditure for all travel and cash
withdrawals.
To keep accurate records of what is spent on the company credit cards and reconcile on a
monthly basis, producing all receipts coded to the relevant budget codes and purchase order
numbers.
To maintain and provide support for the Recruitment and Analysis Budget showing
expenditure for each job line including travel, expenses or purchase of sundries and ensuring
this is accurate and up to date.
To assist the Recruitment and Analysis department with their budgets and monthly statistical
reports and consolidation of data.
3 To act as a central administrator for the Football Administration Department – Analysis, Scouting
and Football Administration:
To attend the weekly training ground Executive Committee meeting and take the minutes
before circulating to the relevant staff.
To maintain the Football Administration filing systems and archiving where necessary.
To provide administration support to the Football Administration, Technical Director,
Scouting and Recruitment Managers and Performance Analysis Manager.
To assist the Heads of Departments where required with purchasing or general
administration.
4 To be responsible for the general housekeeping of the Football Administration Department
including:
To order stationary, paper and other sundries.
To liaise with IT, printer and franking providers where necessary.
To book and monitoring the use of meeting rooms.
To co-ordinate all incoming and outgoing mail.
5 To provide administrative support to the Technical Director, Head of Recruitment and Analysis and
First Team Manager including:
BHAFC/AITC are committed to equality of opportunity for all staff and applications from individuals are
encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and
maternity, race, religion or belief and marriage and civil partnerships.
BHAFC/AITC are fully committed to safeguarding and promoting the welfare of children and young
people and expect all staff and volunteers to share this commitment. To provide a PA service and full administrative support.
To represent the Technical Director, Head of Recruitment and First Team Manager as the first
point of contact for Academy staff and Football Operations Staff.
To arrange meetings and full diary management.
To arrange and book all UK and European travel.
To prepare all correspondence, procedural documentation and presentations as required.
To receive telephone enquiries and determine relevance/importance and delivering messages
as appropriate.
Any other duties as defined by the Technical Director, Head of Recruitment and First Team
Manager.
6 To arrange and co-ordinate all travel in the transfer window activity (summer and January):
To liaise with the Technical Director and Head of Recruitment for information regarding a
potential new signing.
To book all relevant travel including flights, transport, hotels for the player/agent/family.
To communicate and liaise with either the player or agent to produce a travel itinerary for
their visit and so they have all the correct information.
To communicate with the relevant staff (Media/Medical/Club Secretary/Recruitment) to
produce and arrange the itinerary for a player signing, before circulating.
To be available throughout the transfer windows at any time to start the organisational
process.
7 To develop a working knowledge and understanding of key football administration procedures
across first team, academy, women’s and girls’ to include but not limited to the following;
Player registrations
Match day operations
Work permits and Governing body endorsements
Transfer and loan agreements
Fixture scheduling
Travel coordination
Ticketing
8 To demonstrate and uphold the values, ethos and standards Brighton and Hove Albion FC is known
and respected for in football and the local community.
9 To adhere to strict code of club conduct, social media guidelines and confidentiality provisions.
10 To have an understanding of diversity and equality challenges within the game.
General duties and accountabilities
To support Brighton & Hove Albion FC and AITC in their aims and objectives at all times.
To ensure compliance with all relevant club policies, including health and safety policies.
To ensure compliance with all relevant legal, regulatory, ethical and social requirements.
To keep confidential any information gained regarding the charity, club and its personnel.
To represent Brighton & Hove Albion Football Club and AITC in a professional manner.
To maintain a flexible approach to work at all times.
BHAFC/AITC are committed to equality of opportunity for all staff and applications from individuals are
encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and
maternity, race, religion or belief and marriage and civil partnerships.
BHAFC/AITC are fully committed to safeguarding and promoting the welfare of children and young
people and expect all staff and volunteers to share this commitment. To undertake other duties and responsibilities as required from time to time.
General Expectations
To uphold and live our Team Brighton Values; Treat people well, Exceed Expectations, Aim high
(never give up) and Make it special.
To be a champion of equality and diversity in the workplace and treat all staff, customers,
sponsors, clients and applicants with fairness, dignity and respect
To report incidents of any form of discrimination through the correct channels.
To promote best practice in safeguarding and create an environment that is safe for children
young people and vulnerable adults.
To report safeguarding concerns through the correct channels
To ensure that any safeguarding training and certificates are kept up to date.
This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline
indication of the areas of activity and will be amended in light of the changing needs of Brighton &
Hove Albion FC.
Person Specification
Qualifications Essential Desirable
1 Degree qualification or equivalent
2 GCSE Math & English at Grade C or higher
Skills, Knowledge & Experience
3 Experience of working within a professional sporting environment in
a related or similar role
4 High level of communication and listening skills
5 Good recording and reporting skills
6 Experience of administration of budgets in a business environment
7 Competent IT skills to include Excel, Word and PowerPoint skills
8 Competent overall level of numeracy and literacy
Attitude/Behaviours
9 A “can do” attitude
10 An innovative thinker
11 Presents solutions rather than problems
12 A genuine team player
Personal Qualities
BHAFC/AITC are committed to equality of opportunity for all staff and applications from individuals are
encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and
maternity, race, religion or belief and marriage and civil partnerships.
BHAFC/AITC are fully committed to safeguarding and promoting the welfare of children and young
people and expect all staff and volunteers to share this commitment.13 Excellent interpersonal and communication skills and ability to
adapt communication style to suit different ages
14 Proactive attitude within the role
15 Excellent written skills
16 Quality focus – takes responsibility for ensuring a high quality of
work
17 Highly organised and able to manage multiple tasks
18 Ability to work calmly under pressure, plan and prioritize workload,
meet deadlines and use own initiative
19 Drive and energy – demonstrates enthusiasm and is personally
committed to achieving objectives set
20 Self-development – is receptive to feedback about own behavior,
strengths and areas for improvement
21 A high level of confidentiality
22 Meticulous attention to detail
23 Flexibility and willingness to learn
Last Updated January 2019
BHAFC/AITC are committed to equality of opportunity for all staff and applications from individuals are
encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and
maternity, race, religion or belief and marriage and civil partnerships.
BHAFC/AITC are fully committed to safeguarding and promoting the welfare of children and young
people and expect all staff and volunteers to share this commitment.You can also read
