JOB DESCRIPTION
Job Title:
Academy Recruitment Administrator
Hours of Work:
40
Grade
7
Department:
Academy Recruitment
Location:
Finch Farm
Responsible to:
Academy Recruitment Operations Manager
DBS Required:
Yes
Role Summary
To provide an effective and efficient administrative support service to the Academy Recruitment
department.
Assist in the organisation and development of a first-class recruitment programme that identifies and
attracts the best possible young players.
Key Responsibilities
1. Recruitment Administration

To act as a point of contact for the Scouting network, answering queries and acting as a liaison
between the Scouts and the Academy Recruitment Management team.

To collate and record information regarding talented young footballers to assist the identification
and recruitment of players into the Academy.

To produce and update scouting schedules, scouting activity plans and tournament calendars.

Review and develop all data, administration and communication processes for the Recruitment
department, ensuring that an effective and efficient service for the Academy is being run at all
times.

Responsibility for the collation, input and cleansing of data in regard to Scouts and player
recommendations on a daily basis, to include, but not limited to, information in regard to personal
details for Scouts, payments, DBS information, references, training courses attended and a log of
contact made.

Be a point of contact for parents and scouts.

Communicate information to the Academy Recruitment Operations Manager in a timely fashion.

Responsibility for all administration work for the Scouts and partnership clubs.

Arrange viewing times for players.

Responsibility for the organisation and distribution of Pre-Academy planners to players and
relevant staff.

Research and collate data on all local junior team websites for tournament dates and information
on their mini soccer section.

Research and collate data about any additional information on players attending Academies from
the club websites.

To ensure that all relevant Premier League and FA requirements are met and supporting
documents provided in a timely manner.

To assist the Academy Recruitment Operations Manager in producing reports or presentations
as and when required.

Organise and attend Recruitment department meetings, producing minutes and action points
from these meetings in a timely fashion.

To assist in the process of recording invoices and allocating costs to budget areas as and when
required.
2. Pre Academy and Events Administration

Make effective use of the in-house database by making sure that all player data is up to date and
regularly reviewed; utilise system for reporting, monitoring and evaluation activity.

Maintain and submit accurate records of activities in line with departmental requirements, and
collate evidence of activities as directed.

Attend meetings as and when required.
3. HR & Safeguarding Administration

To develop processes for the effective recruitment of new scouts, including issuing new starter
paperwork and completing DBS forms with individuals ahead of start dates.

Responsibility for ensuring that all scouts have current DBS checks, maintaining the record of all
checks that have been carried out, and liaising with current Scouts where checks need to be
renewed.

Arrange for all scouts to be issued with ID passes each season, ensuring that photographs are
taken and all data is correct and up to date.

Collate and maintain a database of kit orders and issues to all Scouts, and liaise with the
Academy Kit Manager to ensure an effective ordering process.

Develop a leaver process for Scouts, ensuring all documentation, kit and passes are returned.

On a monthly basis, check and record expense claims made from the Scouting network, verifying
information, and chasing up supporting documentation if required.

Ensure that Everton People is kept up to date with all scouts both new starters and leavers

Ensure that all scouts have proof of eligibility to work in the UK and that this is verified and save
on Everton People

Ensure that all scouts have been referenced checked and that these are recorded on Everton
People.

Record all training that has taken place across the scouting network via Everton People.
4. Academy Administration

Responsibility for registered local trialists, including but not limited to, organising and distributing
kit, distributing information and schedules, and ensuring trialists are well looked after.

Providing effective administrative support for the Development Centres, including providing
support for registrations and new players .

Contribute to the Academy newsletter as and when required.

Provide support to the Academy Operations team in the production and distribution of marketing
material, such as mounted photographs and signage.

Provide support to the Academy Operations team in planning for events, such as the Annual
Awards evening, and tournaments.

Responsibility for the sending out of birthday cards to players each month.

Provide administrative support for the co-ordination of Tours, such as collating up-to-date
passport details, and liaising with external stakeholders.

To provide support to the Academy on match days, as and when required.
5. Communication

Provide on-going feedback to relevant medical, coaching, sports science, recruitment and
management staff.

Provide on-going feedback to players and their parent/guardians as required..

Updating of pre-Academy and development player information
6.
Safeguarding

Monitor potential safeguarding children risks and work with the Academy Safeguarding Officer,
and the Head of Safeguarding for Everton Football Club to promote safer working practice
throughout the Academy.

Understand the Academy Safeguarding policy, procedures and best practice guidelines. Use this
understanding to ensure safer recruitment, safe working practices, appropriate reporting of
concerns and contribute positively to an Anti-bullying environment.
7. Other Responsibilities

Responsible for maintaining qualifications pertinent to the role

Continue to manage the admin for the development centre’s

Continue to manage the DBS Process.

To be aware of EPPP rules and requirements for your area and abide by them

To be aware of current trends and best practice in Youth Development.

To attend staff meetings as required.

To attend at least 5 hours of in-service training organised by the FA each year and the first aid
training at least once every 3 years if required.

To undertake Continued Professional Development organised by the Club.

Managing and controlling resources and the forecasting of short/medium term activity and
capacity to ensure that delivery meets agreed service levels, and performance standards.

Work with other departments and proactively recommend resolutions, which overcome
operational challenges and exceed requirements.

Maintain knowledge of the Academy activities and services to provide best possible support and
leadership.

Advise the Pre Academy and Events Coordinator of any circumstances likely to cause delay,
failure or loss of delivery on quality, service, income as soon as detected.

Any other duties as may be reasonably requested.
PERSON SPECIFICATION
Skills & Abilities
Essential
Desirable

Highly Computer literate (with excellent
abilities on Word, Excel and ideally Database
knowledge and application)

Ability to create and maintain accurate /
accessible and organised documentation

Excellent communicator, both written and
verbal, who places high value on attention to
detail

An ability to adapt quickly, be flexible in the
face of change and solution orientated

Ability to remain calm under pressure.

Ability to analyse data and information.

Accuracy and attention to detail

Ability to work independently and with internal
and external teams

Excellent organisational and time management
skills –with an ability to anticipate and prioritise
diverse workload.

Ability to effectively manage player, parent &
staff relationships

High levels of customer service; promptly
respond to queries, ensure promises are kept
and manage expectations
Knowledge & Experience
Essential
Desirable
 Experience of working within the football
industry, in particular youth team football

Knowledge of the EPPP and guidelines on
recruitment within the Academy system

Experience of liaising with internal and external
clients and stakeholders at a senior
management level.

Experience of project leadership and
management

Experience of monitoring, reviewing
implementing significant process change

and
Personal Attributes
Essential

Knowledge of FA regulations in regard to youth
team football/Academies
Enjoys interacting with a wide variety of people
Desirable
on a daily basis

Motivated, creative and innovative with a
strong work ethic

Good team player who can work on own
initiative

Willingness to experience and manage
change, self-evaluate and work towards
continuous improvement

Proactive “can-do” approach to work

Willingness to work weekends and in the
evening

Self-motivated and able to initiate routine and
non-routine work as necessary

A team player

Responds positively to change.

A commitment to providing outstanding service
Qualifications
Essential
Desirable


Minimum A-C GCSE English, Maths
Bachelor’s degree (or equivalent) in Business
Administration, Sports Management or related
field
GENERAL RESPONSIBILITIES
General Responsibilities
Employee Relations
To make suggestions to improve the working situation and contribute to positive employee relations
within their area of work and Everton Football Club as a whole.
Health & Safety
To take reasonable care for the health and safety of yourself and other employees and members of the
public who may be affected by your acts or omissions at work.
To comply with all aspects of the Everton Football Club Health and Safety Policy and Arrangements, to
enable the Company to perform its civil and statutory obligations in relation to Health & Safety.
Customer Service
Identify and meet the needs of colleagues and our customers, focusing on initiating and welcoming
contact and communication whilst striving to deliver first class customer service.
Recognise potential complaint situations and make effective steps to avoid and/or resolve these
situations.
Self Development
To take responsibility for your own development and to help realize your own potential by undertaking
any necessary internal or external training sessions in accordance with the Company’s Performance and
Development Review Policy.
Team Work
Ensure effective communication within your work team and across the Company whilst actively offering
support and guidance as necessary.
Equal Opportunities and Harassment
To cooperate with measures introduced to ensure there is equality of opportunity in employment. To
ensure understanding, awareness and compliance with the Company’s Equal Opportunities Policies.
To ensure that the working environment is free of sexual and racial harassment and intimidation and any
other form of harassment constituting unacceptable behaviour which is personally offensive.
This document is a guide only and should not be regarded as exclusive or exhaustive. It is intended
as an outline indication of the areas of activity and will be amended in the light of changing needs of
the organisation.
All employees may be required to undertake any other duties as may be reasonably requested.