Academy Secretary & Operations

Main Duties:

Academy Operations & Training Ground

• Take day-to-day responsibility for the operational running of Alexandra Park Training Ground, ensuring facilities, maintenance, cleaning, security and equipment are maintained to the required standard.
• Oversee maintenance and cleaning staff, including schedules, standards and ensuring that  relevant records are completed
• Liaise with contractors, suppliers and Club departments to resolve facilities and operational issues, identifying problems and taking action before they impact Academy activities.
• Support the organisation of Academy events, meetings, visits and activities, ensuring appropriate arrangements are in place for players, staff and visitors.

Support to the Academy Manager

• Provide proactive administrative and operational support to the Academy Manager and Senior Academy Staff.
• Coordinate tasks delegated by the Academy Manager and maintain an overview of key Academy deadlines, meetings, staffing, fixtures and operational requirements.
• Prepare documentation, information and reports as required and support the implementation of Academy processes, policies and procedures.
• Act as a key communication link between the Academy Manager, Academy staff and relevant Club departments.

 Academy Fixtures & Match Operations

• Coordinate Academy fixtures from U9-U18, including communication with opposition clubs, officials, transport providers and matchday staff.
• Organise officials, BACs forms, transport, stewards and away fixture information packs, including passenger lists, EAP information and venue details.
• Ensure fixture changes are accurately recorded on Kitman Labs and attend weekend fixtures as required, acting as the Academy's operational point of contact.
• Offer support with the organisation of any tours/tournaments.
• Monitor all scouts requests and provide the relevant information to clubs.

 Player & Staff Administration

• Ensure player and trialist documentation, including YD forms, is completed and submitted to IFAS, PMA and other relevant bodies.
• Maintain accurate Academy records and databases, including part-time staff timesheets, scholar expenses and other administrative requirements.
• Support player registrations and other Academy administration while maintaining appropriate confidentiality.
• Ensure all team sheets and results are submitted to the EFL within the required timeframe.

Compliance, Health & Safety

• Support the Academy Manager in ensuring compliance with Club, League and regulatory requirements.
• Escalate Health & Safety concerns appropriately and support safeguarding, risk management and other Academy procedures.

Meetings & Administration

• Record and distribute accurate minutes and actions from, MDT, Player Progress and Technical Board meetings.
• Organise meetings, maintain action logs and ensure agreed actions are followed up.
• Maintain effective filing and administrative systems and prepare agendas and supporting documentation when required.
• Offer administrative support with any PGAAC audit requirements.

Communication & Stakeholder Management

• Act as a professional first point of contact for Academy operational enquiries and maintain positive relationships with staff, players, parents, opposition clubs, officials, suppliers and other stakeholders.

Essential

• Strong administrative and organisational skills.
• Excellent attention to detail.
• Ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Ability to work independently and use initiative.
• Ability to remain calm and effective under pressure.
• Strong problem-solving skills.
• High level of confidentiality and professionalism.
• Competent IT skills and confidence using databases and administrative systems.
• Ability to build effective working relationships with a wide range of people.
• Flexible approach to working hours, including occasional evenings and weekends.
• Ability to work effectively within a professional football environment.

Desirable

• Previous experience within a football academy, professional sports environment or similar organisation.
• Knowledge of Academy football operations and relevant regulatory requirements.
• Experience of using PMA, IFAS or similar football administration systems.
• Experience of facilities, operations or site management.
• Experience of coordinating fixtures, events or transport.
• Understanding of Health & Safety and compliance procedures.

PERSONAL ATTRIBUTES

The successful candidate will be:

• Proactive – anticipates issues and takes action before they become problems.
• Organised – able to manage multiple responsibilities, deadlines and competing priorities.
• Professional – represents Crewe Alexandra and the Academy to a high standard.
• Reliable – takes ownership of responsibilities and follows tasks through to completion.
• Solution-focused – approaches problems positively and finds practical solutions.
• Approachable – builds strong working relationships with players, staff, parents and external stakeholders.
• Discreet – understands the importance of confidentiality within a professional football environment.
• Flexible – able to adapt quickly to changing priorities and the demands of Academy football.

Academy Values

• Honesty (having unquestionable morals based on fairness)
• Integrity (steadfastly adhering to the high moral principles put in place by the football clubs senior members of staff)
• Industry (working above and beyond)
• Innovation (creative thinking in order to drive the club forward)

Crewe Alexandra Football Club promotes equal opportunities in employment we positively welcome applications from all candidates regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation.