Academy Receptionist

  • Wolverhampton Wanderers FC
  • Wolverhampton, UK
  • 07 Feb, 2024
Full time Academy

Job Description

We are Wolves. Progressive, determined, bright, unified and humble. A pack that is hungry for success. Wolves is one of the fastest growing professional football clubs in the UK, and also boasts one of the richest histories in the beautiful game.

Formed in 1877, Wolves was a founder member of the Football League, and was one of the country’s most successful sides in the fifties and sixties. During a two decade spell the Black Country’s most decorated side won three First Division titles and one of its four FA Cups.

Fast forward 70 years and Wolves are back amongst football’s elite. In the past six years we have celebrated promotion to the Premier League, back-to-back 7th placed finishes and a Europa League quarter-final campaign. Now, we will be competing in the Premier League for a sixth successive season.


But at Wolves it is all about what we will do, not what we have done. We don’t simply look to the future, we seize it.

We take seriously our commitment to the safeguarding of children and vulnerable adults and to ensuring that Wolves is free from discrimination and harassment.

Job purpose 

 The Academy Receptionist will work within the administration and operations team to ensure the smooth running of the department and site.  

Key responsibilities

  • To co-ordinate the reception desk for the Academy building, acting as the first point of contact for all visitors visiting the Training Ground, providing a consistent, professional, and warm welcome.
  • Proactively engage with all visitors to the Academy Training Ground, presenting a professional and positive image and ensure that all visitors sign in and out of the Training Ground and are issued with the correct passes/accreditation for their visit.
  • Maintain a safe and clean reception area by complying with procedures, rules, and regulations.   

To monitor stationery stock levels of consumable items such as paper, envelopes, printer ink etc. and arrange to replenish supplies in accordance with current procedures.   
·       Ensure all enquiries are answered sensitively, professionally and in a timely manner, including in person, email and telephone maintaining the highest levels of confidentiality at all times.
·       To support the Head Coaches with the administration and planning of the mid-season and end of season reviews including communicating times with parents.
·       To support the academy operations team with the day to day running of the department.
·       Ensure all staff meetings are regularly minutes and communicated to the rest of the department.
·       To ensure that we maintain an accurate and effective personnel database for all players and staff. 
·       Manage and maintain updated records for the academy petty cash tin.
·       Manage with all incoming and outgoing post, ensuring that it is delivered to the correct recipients in a timely manner.
·       To build relationships with the Pre Academy, Foundation, Youth and Professional Phase MDT’s to ensure the smooth administration and operations of all areas.  
·       To offer full administration support to the Heads of Departments within the Academy as and when required.  
·       Ensure all matters are handled and dealt with in a strictly confidential and timely manner
·       Support with adhoc travel arrangements for Club staff and players.
·       Provide general administrative duties to include printing, scanning and photocopying information, often of a sensitive nature, maintaining the highest levels of confidentiality at all times.
·       To carry out any other reasonable duties within the overall function of the job & to assist facilities generally should the need arise.   

 General responsibilities 

·       Compliance with Club policies 
·       Compliance with the Club’s health and safety procedures 
·       Compliance with the Club’s safeguarding policies 
·       To promote the Club’s values  
·       To work consistently to embed equality & diversity into the Club  
·       To undertake such other duties as may be reasonably expected 
·       To maintain professional conduct at all times 


This role carries a specific safeguarding responsibility. This means that the post-holder is required to apply all relevant policies and uphold the Club’s commitment to safeguarding vulnerable people.   

Key relationships

 Academy Operations Manager - 1 to 1 Line Management and support.  

Academy Operations and Admin Team- build strong relationships with the Academy Drivers, Stewards and Administrative staff to understand the needs of the department. 

Player Care Team- work closely with regards to player welfare.  

Professional, Youth and Foundation Phase Staff- liaise with regularly in order to gain knowledge of the players transport needs. 

Coaching Teams- build a relationship to ensure that the relationship between the MDT’s and Operations is functional and high quality. 

Recruitment Team- build a relationship to ensure the transition of players into the Academy is smooth and high quality. 




Person Specification

Knowledge: the level and breadth of knowledge to do the job e.g. understanding of a defined system, method or procedure, legal or regulatory frameworks etc 


  • Experience of working in an administration role.  
  • A proven track record in a high energy, fast moving, pressurised environment. 
  • Ability to deal with confidential and sensitive information.  


  • Experience of using IT systems to support administration duties.
Technical/work-based skills: skills specific to the job e.g. language competence, typing skills, coaching skills etc 


  • Proficient in use of word and excel. 
  • Competent in Outlook diary and email management.  
  • Willing to learn the use of new database programmes such as Teamworks.
  • Able to develop effective working relationships at all levels.  
  • Able to manage own time and tasks efficiently with a high attention to detail. 
General skills and attributes: more general characteristics e.g. flexibility, communication skills, team working etc 


  • Understanding of how to work safely with children and/or vulnerable adults and uphold generally accepted practice when working with those participants.  
  • Promote, adhere to and implement the Club’s Equality Policy and to work consistently to embed equality and diversity within Club. 
  • Ability to multi-task and handle changes to plans and workload in a positive manner. 
  • Possess communication skills that are clear, engaging and responsive.  
  • Management of time, working to tight deadlines to ensure priorities are met.  
  • A proactive approach and the ability to work well under pressure in a fast-paced, demanding role.  
  • Highly effective written and verbal communication skills.  
  • Conscientious and motivated with high level of personal initiative.  
  • Approachable, personable and humble.  
  • Strong team player.  
  • Willing to self-evaluate and work towards continuous improvement.  
  • Prepared to take on whatever work is required to support the team.  

Experience: proven record of experience in a particular field, profession or specialism.  


  • Proven experience of working in a people centred environment.  
  • Development of administration processes and procedures 


  • Working with children and/or adults at risk. 
  • Experience of working in a Professional Football Club or Sporting environment.
  • Experience of event management.

Qualifications: the level of educational, professional and/or occupational training required 


  • Post-holder must hold or obtain at the earliest opportunity the relevant safeguarding training (i.e. FA Safeguarding Children Workshop). 
  • Post-holder will be subject to a DBS check at the appropriate level and cleared by the Wolves Safeguarding Manager. 


  • Clean driving licence and own car. 
  • Management or Administration industry recognised qualification.