Academy Secretary

£28,000 yearly
  • Charlton Athletic Football Club
  • Charlton Athletic F.C. Training Ground, London, UK
  • 15 Mar, 2023
Full time Academy Administration EFL

Job Description

Position: Academy Secretary​

Location: Training Ground, Sparrows Lane

Salary £28,000

Hours: FTE Mon - Fri + Matchdays (when required)

​Monday: 1pm – 9pm 

​Tuesday: 9.30am – 5.30pm

​Wednesday: 9.30am – 5.30pm

​Thursday: 1pm – 9pm

​Friday: 9.30am – 5.30pm

About Us:

Charlton Athletic Football Club is an English professional association football club based in Charlton, south-east London. The club was founded on June 9th, 1905 and has a very storied history from rising to the top-flight of English Football in the 1930s (First Division) and again in the 1980s, 1990s and 2000s, to winning the FA Cup in 1947 and to leaving their Valley home in the mid-1980s only to make an impassioned return in 1992. Historically, the women's team played under Charlton Athletic from 2000 to 2007 but were released to become an independently run team in 2007 following the men's team's relegation from the Premier League.

The women's team were originally formed as a non-professional team in 1991 and were highly successful in the early 2000s winning The FA Cup, the League Cup, and the Charity Shield, as well as coming runners-up in the top division in multiple seasons. In February 2021, the club acquired the Charlton Athletic Women's team, turning the team full-time professional, and integrating them to become one club again.

Currently, our men's first team competes in League One, the third tier of English football, and our women's team competes in the Women’s Championship, the second highest division of women's football in England. At Charlton, we are ‘one club’ and can be truly described as a ‘family club’.

Role Description:

This position offers full administrative and management support to the Academy Management Team as well as receptionist responsibilities to the Academy building at our Sparrows Lane Training Ground. The position requires an experienced Administrator who is a highly organised, efficient and professional individual with strong communication skills. You will need to provide comprehensive administrative support to the Football Academy to ensure a professionally administrated and efficient function.

The post holder will work closely with the Academy Director and Academy Manager offering a full range of administrative support to help manage their work-load on a daily basis whilst providing general administrative support for the department. Other main duties include managing and arranging logistics of the Academy Department whilst ensuring relevant regulations are adhered to at all times. Tasks are varied and the post holder will need to develop an in-depth knowledge of the Academy, its operation and its staff.

Key Responsibilities:

To offer a comprehensive administrative service to the Academy Director and Academy Manager.

  • To act as a contact for the Academy with the Premier League, English Football League and The Football Association for all administrative matters, including the submission of required information.
  • To be familiar with and ensure compliance with, the Youth Development Rules and all relevant provisions, including any future amendments.
  • Assist with the administration process related to EPPP/PGAAC Audit by collating documents for the Academy Audit, liaising with all departments to gather appropriate data.
  • To obtain and verify all registration paperwork for U9-18, before their submission to the appropriate governing bodies or agencies under Academy Regulations; including registration and release documents, international clearance documents, Scholarship Agreements.
  • Obtain, verify and submit all paperwork for trialists from U9 – U21.
  • Administer the retain and release process at the end of each season, sending a letter to every Academy player from U9 – U15 notifying them of the Academy’s decision.
  • Organise all documents for the Scholar Induction Evening, ensuring that paperwork is correctly populated and sent to each relevant footballing body.
  •  To maintain the registration database and Player files of all Academy players in accordance with governing body rules.
  • Liaison with Away Teams, Officials and Governing Body to carry out full fixture administration for Academy teams from U9–U21.
  • Completion of all match returns for Academy sides to the appropriate governing body. This includes but is not limited to submission of PDL4/4a, PDL Form 5 and referee report on MOAS.
  • To arrange hotels and pre-match meals for Academy teams as and when required.
  • To arrange transport in conjunction with Lead Phase Coaches for all Academy matches and Academy players in line with individual requirements; including coaches, trains and flights.
  • In conjunction with Academy Director and Academy Manager, communicate the weekly Academy schedule (U9-21), to ensure that players, staff and all concerned are aware of schedule and any changes. 
  • Liaise and organise matchday security for all Academy games taking place at the club’s Training Ground.
  • Record and distribute tickets for Academy players and staff for 1st team fixtures at The Valley.
  • To receive, administer and respond to any Academy Scout Ticket Requests.
  • To create PO’s for Academy invoices for approval by Academy Director and or Academy Manager.
  • To assist HR department in maintaining records of all full and part time Academy staff.
  • To act as a Health & Safety representative for the Academy, attending and contributing to regular Health & Safety and Operations meetings when appropriate.
  • General administrative duties to include answering all phone calls into the Academy, taking messages and ensuring the timely creation and delivery of letters, emails, etc.


  • Educated to degree level (D);
  • FA Safeguarding Certificate (E);
  • Enhanced DBS Certificate (E);

Specific Experience:

  • Extensive administrative experience (E);
  • Experience of working at football club and/or training ground environment (D)
  • Experience of working in an Academy environment, with understanding of the EPPP and audit processes (E);
  • Experience of minute taking, report writing and monitoring and maintaining staff records (E);


  • Excellent communication and interpersonal skills (E);
  • Proficient with Word, Outlook, Excel and PowerPoint (E);
  • Effective organisational skills (E);
  • Actively cooperate and communicate with others, fostering a culture of teamwork and collaboration (E);
  • Positive about achieving Club, departmental and individual success (E).

Additional Information:

  • This a full time role that includes work on weekends and evenings (negotiable);
  • Applicants must be eligible to live and work in the UK;
  • Charlton Athletic FC is committed to following relevant health & safety regulations and all members of staff are expected to be fully aware and adhere to, at all times, the Club’s H&S and fire safety procedures;
  • Charlton Athletic Football Club are fully committed to safeguarding and promoting the welfare of children and young people and expect all staff to share this commitment;
  • CAFC is committed to the principle of equal opportunity and its policies for recruitment, selection, training, development and promotion are designed to ensure that no job applicant receives less favourable treatment on the grounds of race, colour, nationality, religion or belief, sex, sexual orientation, marital status, age, ethnic and national origin, disability or gender reassignment.


Charlton Athletic Football Club are committed to safeguarding and promoting the welfare of children, young people and adults at risk. The successful candidate may be required to undertake a Disclosure and Barring Service check (DBS). The possession of a criminal record will not necessarily prevent an applicant from obtaining a post, as all cases are mediated individually according to the nature of the role and the information provided.

Note: Please note that due to the high volume of applications we receive we regret that we are unable to respond to unsuccessful applicants.

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