Assistant Club Secretary & Operations

Key Responsibilities

Football Administration & Compliance

• Assist with all aspects of football administration across the club, including the men’s first team and women’s teams.
• Manage and monitor loan invoicing processes, ensuring accuracy and timely reconciliation.
• Responsible for the daily logging and updating of player FA whereabouts information.

Confidentiality & Governance

• Handle confidential and sensitive information with the utmost discretion at all times.
• Attend, contribute to and support football and club committee meetings as required.
• Complete agreed follow-up actions from meetings within specified deadlines.

Finance & Operational Coordination

• Work closely with the finance department to facilitate payments and invoices relating to players, clubs and agents.
• Assist with financial and operational coordination of pre-season planning, including training camps, fixtures and logistics.

First Team Operations

• Assist in the planning and coordination of the first team’s weekly schedules, ensuring clear communication to relevant internal and external stakeholders.
• Support the organisation of first team away travel, including transport, accommodation and itineraries.
• Manage player appearance requests, working closely with key stakeholders to plan and source player availability.
• Administer player complimentary ticket requests in line with club policy.

Women’s Football

• Provide football administration and operational support for the women’s teams, ensuring alignment with club policies and governing body requirements.
• Lead women’s first team matchday operations, acting as the primary operational point of contact.

Training Ground & Facilities

• Assist in the continuous development and improvement of the training ground site.
• Report operational and facility matters to the Head of Operations (Club Secretary).

General Support

• Provide ongoing support and assistance to the Head of Operations (Club Secretary) as required.
• Liaise closely with the Head of Operations (Club Secretary) on all football and player-related matters.
• Act as a key operational contact between football staff, players, external clubs, governing bodies and partners where appropriate.

Person Specification

• Proven experience in administrative and operational roles.

• Strong written and verbal communication skills.

• Proactive and enthusiastic, with the ability to work independently and collaboratively within a team.

• Highly organised, able to prioritise effectively, manage multiple tasks simultaneously, and perform well under pressure to meet deadlines.

• Strong planning and analytical abilities, with effective problem-solving skills.

• Demonstrates discretion and integrity when handling highly sensitive information.

• Flexible and willing to work regular evenings and weekends as required.

• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.

Safeguarding

Swindon Town Football Club is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

For positions where a criminal record check (DBS) is identified as necessary, this will be carried out in line with the Club’s safer recruitment procedures and relevant legislation.

The post holder will be required to undertake safeguarding training periodically and comply with all safeguarding policies and procedures.

Equality, Diversity & Inclusion

Swindon Town Football Club is committed to promoting equality of opportunity for all staff and job applicants. We aim to create a supportive and inclusive working environment in which all individuals can make best use of their skills, free from discrimination, harassment or victimisation, and where decisions are based solely on merit.

The Club does not discriminate on the basis of age, race, nationality, ethnic origin, religious or political belief or affiliation, trade union membership, gender, gender reassignment, gender identity, marriage and civil partnership status, pregnancy and maternity, sexual orientation, disability, socio-economic background or any other characteristic protected under the Equality Act 2010