Academy Secretary in Barnsley - EFL (English Football League)

Barnsley Football Club; Barnsley; On-site; GBP 25,000 - 35,000; Full time

Job summary

A professional sports club in the United Kingdom is seeking an experienced Administrator to provide comprehensive support to the Academy. Responsibilities include ensuring compliance with regulations, managing fixtures and logistics, and maintaining administrative processes. The ideal candidate will have a strong background in administration, excellent IT skills, and experience in the sports sector.

Qualifications

• Proactive and detail-oriented, with the ability to work both independently and collaboratively.
• Resilient under pressure and adaptable to a dynamic football environment.
• Commitment to continuous improvement and adherence to health & safety policies.

Responsibilities

• Provide administrative and operational support to the Academy.
• Manage the Academy games programme including fixtures and logistics.
• Ensure compliance with EFL, FA, FIFA, and Club policies.
• Oversee financial administration including purchase orders and payroll processes.

Skills

Excellent administration and customer service skills

High level of IT proficiency (Word, Excel, Outlook & PowerPoint)

Excellent communication and interpersonal skills

Strong time management skills

Ability to manage own workload and multiple priorities

Understanding of GDPR and data protection compliance

Education

Previous administration experience

Experience in football administration or within a professional sports environment

Tools

Specialist sports administration systems (e.g., Football IP)

Job description

To provide comprehensive administrative and operational support to the Academy, ensuring compliance with all relevant regulations and smooth delivery of fixtures, registrations, and logistics. Act as a trusted point of contact for internal and external stakeholders and coordinate match day operations for all Academy home & away fixtures.

Tasks & Responsibilities

• Ensure strict compliance with EFL, FA, FIFA, and Club policies, acting as the main point of contact for operational matters.
• Manage the Academy games programme, including fixtures, tournaments, and tours, liaising with opposition clubs, officials, and scouts.
• Lead the Academy’s administrative and logistical duties with the support of the Academy Manager, Head of Coaching and Club Secretary.
• Complete player registration, recruitment, and release processes in line with governing body regulations.
• Coordinate accommodation and transport for players and trialists in partnership with the Pastoral Team.
• Lead EPPP audit preparation and end‑of‑season procedures, including ongoing maintenance of online audit portals.
• Handle correspondence with players and parents, and support induction for new players and staff.
• Manage financial administration including purchase orders & petty cash.
• Lead payroll processes for Academy staff, working with HR & Finance to ensure accuracy and submission in line with payroll deadlines.
• Oversee general administration: stationery, reception duties, mailbox management, filing.
• Arrange CPD and training courses to maintain staff qualifications.
• Take minutes at internal and external meetings and distribute accordingly.
• Support safeguarding compliance, including DBS checks and safer recruitment.
• Uphold data protection and safeguarding policies at all times.
• Provide timely information to other departments and assist with Club‑wide admin when required.
• Ensure the arrangement of all CPD and training courses as requested by the Academy Management team, so that licenses and qualification requirements are met.
• Work closely alongside the Community Trust and the 1st team in relation to site usage (pitches, facilities).
• Endeavour to continue to develop and implement processes to improve the day‑to‑day operations within the Academy with the support of the Club Secretary.

About The Candidate

The ideal candidate will possess:

• Excellent administration and customer service skills.
• High level of IT proficiency (Word, Excel, Outlook & PowerPoint).
• Be proactive and detail oriented, with excellent communication and interpersonal skills.
• Well‑organised with the ability to manage own workload and multiple priorities.
• Be resilient under pressure and adaptable to a dynamic football environment.
• Work independently and collaboratively within a multidisciplinary team.
• Maintain high standards of professionalism and confidentiality.
• Be receptive to feedback and committed to continuous improvement.
• Adhere to Club health & safety policies and procedures.
• Be committed to safeguarding and promoting the welfare of children and young people.
• Respect confidentiality and comply with the General Data Protection Regulation (GDPR) 2018.
• Be always respectful of others and behave in a non‑discriminatory manner as per the Equality Act 2010.

Qualifications

• Previous administration experience.
• Strong IT skills.
• Excellent time management skills.
• Experience in football administration or within a professional sports environment.
• Knowledge of EPPP (Elite Player Performance Plan) requirements.
• Familiarity with FA, EFL, and FIFA rules and regulations.
• Experience coordinating fixtures, tournaments, or events.
• Understanding of player registration processes and transfer regulations.
• Experience with financial administration (purchase orders, payroll, expenses).
• Knowledge of GDPR and data protection compliance.
• Ability to use specialist sports administration systems (e.g., Football IP or similar).