Assistant Academy Secretary

Birmingham City FC; Birmingham; On-site; GBP 25,000 - 35,000; Full time

Job summary

Birmingham City FC is seeking an Assistant Academy Secretary to support the Academy's administrative operations within a high-performance environment. This full-time role involves ensuring compliance with football regulations, managing administrative tasks, and supporting academy events, requiring strong organizational skills and a keen attention to detail.

Qualifications

• Experience in an administrative role within a football environment is preferred.
• Demonstrates initiative and is comfortable working independently.
• Strong written and oral communication skills.

Responsibilities

• Support planning and operations for the Academy.
• Assist with player registrations and compliance.
• Maintain administrative communication and documentation.

Skills

Organisational skills

Interpersonal communication

Attention to detail

Education

Degree level education or equivalent

Tools

Microsoft Office

Excel

SharePoint

Job description

Location: Knighthead Performance Centre

Department: Academy Operations and Administration

Reports to: Academy Secretary

Contract Type: Full-time (37.5 hours per week, flexible working as required)

About Us

Our Academy is committed to the development of young players in a structured, supportive and high-performance environment.

We are now recruiting an Assistant Academy Secretary to play a key role in ensuring the smooth and professional running of all administrative and regulatory operations.

The Role

Reporting to the Academy Secretary, the Assistant Academy Secretary will support the planning and coordination of key administrative functions, ensuring compliance with football regulations and helping maintain the highest standards across all Academy activities. This is a pivotal role, requiring attention to detail, excellent communication, and a strong understanding of football operations.

Key Responsibilities

• Support the Academy Secretary and Head of Academy Operations and Administration with all aspects of Academy operations and administration
• Assist with the registration of all Academy players and trialists in line with FA, Premier League and EFL regulations
• Maintain up-to-date knowledge of domestic and international rules governing player registrations
• Support re-engagement processes and administrative tasks for the Emerging Talent department
• Coordinate scout requests and produce fixture scout lists for U9–U21 matches
• Produce and distribute the Academy newsletter
• Organise individual player review meetings and induction evenings
• Act as Super User for SharePoint and ensure accurate player communication and information sharing
• Attend and minute Academy meetings as required
• Maintain Scout and Staff Registration systems and manage staff expenses and petty cash
• Manage player files on SharePoint and support player transitions and exit pathways
• Act as Super User for the Football Intelligence Platform and manage entry/exit of trialist players
• Provide administrative support for Academy events and tours
• Support the induction and exit process for Academy staff including qualification tracking and CPD records
• Contribute to audit preparations for PGAAC, LFE and Barnardo's as directedP
• erform other duties as requested by the Academy Manager, Head of Academy Operations and Administration, or Academy Secretary

What We’re Looking For in youE

Essential

• Experience in an administrative role, ideally within a sporting/football environment
• Educated to degree level or equivalent
• Excellent IT skills, especially in Microsoft Office and Excel
• Strong written, oral and interpersonal communication skills
• Highly organised and detail-oriented with the ability to multi-task
• Demonstrates initiative and is comfortable working independently

Desirable

• Driving licence
• FA Safeguarding certification
• Understanding of football regulations
• Experience organising events or working within a youth development setting

Equal Opportunities & Inclusion:

Birmingham City FC is an equal opportunities and Disability Confident employer. We welcome applications from all sectors of the community and consider all candidates based solely on merit, regardless of gender, race, age, nationality, disability, sexual orientation, political or religious belief, background, or family circumstance

We promote a diverse and inclusive working environment and encourage applications from all individuals in society.

If you require any adjustments to our recruitment or interview process, please let us know when applying.

Birmingham City FC is committed to safeguarding and promoting the welfare of children and young people. The safety and well-being of our players is our top priority, and we expect all staff to share this commitment. All successful applicants will be required to undergo a thorough background check and training in safeguarding as part of the recruitment process