Academy Administrator

JOB TITLE: Academy Administrator
DEPARTMENT: Academy
JOB FUNCTION: To operate the Academy reception including meeting and greeting visitors.
To answer incoming calls and action accordingly. To offer general administration support
Contract: Permanent. 35-38.5 hours

MAIN RESPONSIBILITIES (Play Your Part):
This is a reception based role.
• To provide the professional, friendly and approachable ‘face’ of the Company for all visitors.
• To meet and greet all visitors and monitor visitor access.
• To ensure the reception desk is manned at all times.
• To ensure the reception area is kept clear and tidy at all times with regard to health and safety requirements.
• To maintain displays and reading materials.
• To sort and action Academy post on a daily basis as required.
• Order of stationary for the Academy as directed by the Academy Operations Manager.
• General mail-outs, photocopying, filing and keyboard support, including preparing presentations and handouts for staff inset, appraisals and parent meetings.
• To provide administration support to the department as required and as directed by the Academy Operations Manager.
• To complete any purchase orders as requested by the Academy Operations Manager ensuring that these are coded and logged accordingly.
• To carry out audits on administration files as requested by the Academy Operations Manager.
• To ensure staff have copies of relevant certificates on file, an ID card, correct Premier League Forms (if applicable) and all necessary Academy documentation.
• Liaison with the Education department and schools regarding the day release and full time school programmes.
• To assist the Registrations Manager with trialist administration, being a point of contact for Recruitment staff and the Premier League, including registration forms, schedule distribution and extension procedures.
• To ensure the new player details and remaining registration documents are completed and in order, including adding these to the database and setting up electronic files
• To assist the department to keep up to date records on registered school boy players, scholarship players, full and part time staff.
• To be a competent user of ‘Teamworks’ and keep the system and profiles up to date.
• To manage the ‘Parent Expense’ procedure on Concur and liaise with parents and accounts to ensure prompt monthly payments.
• To manage the casual staff monthly timesheet process, liaising with staff and payroll to ensure claim forms are received and processed in a timely manner.
• To assist with Academy events, such as Under 8 signing celebration, Scholarship signing celebration, Academy BBQ, staff meetings/in-service days.
• Make hotel bookings for staff and players as directed

MEASURES OF PERFORMANCE (Here to Win):
• Execute role and responsibilities in a way that fits with the Academy Values of hard work, respect and togetherness
• Apply an innovative and creative approach to areas of responsibility, making adjustments to practice where needed
• To ensure all assistance is carried out to a high, professional standard and completed efficiently and effectively. Effective communications with Academy staff and parents. Correspondence to be of a high, professional standard, completed efficiently and effectively.
• To ensure all correspondence is carried out to a high and professional standard and completed efficiently and effectively.

PERSONAL SPECIFICATION:
Experience:
• Good organiser and team player. Well spoken with good personal presentation.
Friendly, bubbly and welcoming in approach with excellent communication and numeric skills. Excellent organisational and time management skills.
• Ability to work under pressure and manage internal and external relationships
• Enhanced DBS/CRB check.
• Clean and valid driving licence.
• Valid passport
• Excellent knowledge of MS Office including: -
• MS Word : ability to produce documents, tables, mail merge
• MS Outlook: to send and receive emails and attachments
• MS Excel: for budget and data collection
• MS PowerPoint: to produce PowerPoint presentations
• MS Access: to maintain and use for mail merge documents

The Employee must at all times carry out his/her responsibilities with due regard to
Academy policies and procedures in particular Health & Safety, Financial Authorisation,
Confidentiality and with regard to the Data Protection Act. The Employee must act to
protect all young people and vulnerable adults that are in their care or attending the
Company's premises. The Employee must report any misconduct or suspected misconduct to the Safeguarding Lead.

Chelsea Football Club is fully committed to ensuring the safety and well-being of all children, young people and adults at risk (vulnerable groups) that are in our care or attending our premises. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service.

The Employee must ensure a positive commitment towards equality and diversity by treating others fairly and not committing any form of direct or indirect discrimination, victimisation or harassment of any description and to promote positive working relations amongst Employees and customers.

The above Job Description is not intended to be exhaustive, the duties and responsibilities may therefore vary over time according to the changing needs of the Club.