Job Description

 

Post Title

Executive Assistant.

 

Department/Location

Senior Leadership Team.

 

The post holder will be required to work at the John Smith’s Stadium, the Canalside Training Centre, and other Company sites.

 

Reports to

Chief Operating Officer.

 

Purpose of the Role

While reporting to the COO, the post holder will be required to support all members of the Senior Leadership Team with a range of matters, including operational tasks, to enable them to focus on their senior and strategic responsibilities.  The post holder may also be required to support the Head of Football Administration with football governance tasks.

 

Functional Links

Internal:                 Club CEO, COO, and Senior Leadership Team (executive team).

                              Football Administration Team.

                              Heads of Department.

Players and their agents/representatives.

Staff and managers throughout the organisation.

 

External:                Regulatory bodies (FA, Premier League, EFL).

Contractors and suppliers.

Other football clubs.

Match Officials.

 

Key Performance Indicators

 

·       The Executive Assistant completes work to a consistently high standard and in accordance with specified deadlines.

 

·       All regulatory and legal requirements are consistently fulfilled.

 

·       The post holder works closely with and under the guidance of the Chief Operating Officer to deliver effective and efficient administrative services and support to a range of stakeholders.

 

Role Specific Responsibilities

 

The post holder is required to:

 

·       Provide administrative support to the Senior Leadership Team including coordinating, preparing, and minuting meetings, as required.

 

·       Prepare PowerPoint and other presentations for the Senior Leadership Team, ensuring high levels of attention to detail, accuracy of content, and visual presentation.

 

·       Support the Senior Leadership Team with projects and the administrative aspects relating to external accreditations and assessments.

·       Prepare reports and other documents as requested.

 

·       Assist with the day-to-day running of the office environment, including screening visitors, managing the physical space, and purchasing office supplies.

 

·       Support with organising staff-related celebrations for milestone birthdays, long service, and other momentous life occasions.

 

·       Make travel arrangements and other bookings.

 

·       Attend departmental meetings as required, for example, the Staff Voice Group meetings.

 

·       Work with the Football Administration team to provide support as required, which is likely to include:

 

o   Supporting the Under 9 – Under 16 Games Programme.

 

o   Responding to scouting requests relating to Under 9 – Under 16 games and provide the relevant details.

 

o   Confirming match arrangements for the Under 9 – Under 16 games programme.

 

o   Forwarding Match Officials payment claims (Under 9 – Under 16 games) to the Finance department for processing.

 

o   Assisting with medical administration and upload Under 9 – Under 16 documents on to the FIP database.

 

o   Assisting with Trialist registrations.

 

o   Coordinating player appearances for both First Team and Academy Players.

 

o   Fulfilling player liaison duties as required.

 

·       Update databases with addresses, contact details, qualifications, email addresses, and other relevant information.

 

·       Undertake general administrative duties including managing incoming and outgoing post, sending and responding to emails, making and receiving telephone calls, producing documents and presentations (Word, PowerPoint, Excel), and filing.

 

This job description is not exhaustive, and the post holder is required to undertake any other duties as may reasonably be required by the Chief Operating Officer and/or any other Senior Leader within the Club, commensurate with the level of the post.

 

The post holder may be required to work occasional evenings and weekends in accordance with the seasonal fixture schedule, and the other demands of a professional football club; a proactive and flexible approach to work is, therefore, required.

 

Behaviour/Conduct

 

The post holder is required to:

 

·       Be proactive with workload and interventions.

·       Seek to continually develop their skills and knowledge.

 

·       Adopt an organised and structured approach to fulfilling the duties and responsibilities of the role.

 

·       Communicate appropriately at all levels.

 

·       Be flexible to fit the development and growth of the organisation.

 

·       Be flexible in hours of work.

 

·       Be trustworthy and adhere to the Club’s Code of Conduct and Ethics.

 

·       Adhere to protocol and respect confidentiality in all matters, also protecting any data relating to the area of work in accordance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) 2018.

 

·       Consistently demonstrate high standards of behaviour and appearance and encourage the same from others.

 

·       Demonstrate a commitment to safeguarding and promoting the welfare of children and young people.

 

·       Respect others and behave in an inclusive and non-discriminatory manner, taking account of all protected characteristics, as specified in the Equality Act 2010.

 

Additional Information

 

Safeguarding:

 

Huddersfield Town Association Football Club (HTAFC) Ltd. is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

 

The post holder will be required to undergo Safeguarding Training, to be agreed with the Senior Safeguarding Manager.

 

Equality, Diversity, and Inclusion:

 

Huddersfield Town AFC is a diverse environment in which we respect all characteristics under the Equality Act 2010; we want everyone to feel valued and included within the Club and to be able to achieve their full potential. 

 

We have a zero-tolerance approach to any form of discrimination, and we are committed to the redress of any inequalities by taking positive action where appropriate.  All employees are required to support and uphold this zero-tolerance approach and contribute to our ‘Terriers Together’ Equality, Diversity, and Inclusion Strategy.

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Huddersfield Town AFC Vacancy

Executive Assistant

 

Full-time and permanent (35 hours per week).

 

The starting salary will be up to £25,000 per annum, depending on skills and experience.

 

We are in the exciting position of recruiting to this new role within our Executive Team.  As an Executive Assistant, you will work closely with all members of the Senior Leadership Team to deliver effective and efficient administrative services and support to a range of stakeholders.

 

Candidates must have previous experience in an administrative role, combined with excellent organisational and communication skills, and familiarity with a range of IT systems and software.  Experience in a professional football environment would be advantageous but is not essential. The ability to work collaboratively and confidentially with team members is fundamental to this role.

 

The fast-paced nature of the organisation and department necessitates high-level planning and time-management skills, accuracy and attention to detail, and the ability to remain calm under pressure.

 

Applicants are encouraged to review the job description and person specification before applying, as these contain full details of what the role entails, and the specific skills, experience, qualifications, and attributes we are looking for. 

 

We expect the successful candidate to be a positive ambassador for Huddersfield Town AFC, and to liaise with a wide range of stakeholders in a consistently polite and professional manner.

 

We receive a high volume of applications for our vacancies and as such, we encourage you to ensure that your application details how you feel you match our requirements. The volume of applications received prevents us from being able to provide feedback at short-listing stage.

 

To apply, please create an account in our online application portal and ensure you complete the associated questions in full, giving examples to support your statements as far as possible.

 

Please also highlight any factors that you would like us to consider, for example, if you have a disability or health condition that may require us to make reasonable adjustments in accordance with the Equality Act 2010.

 

Safeguarding

 

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

 

Applicants must disclose all previous convictions including spent convictions in accordance with the associated legislation.  The amendments to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (2013 and 2020) provide that when applying for certain jobs and activities, certain convictions and cautions are considered ‘protected’.  This means that they do not need to be disclosed to employers, and if they are disclosed, employers cannot consider them.

Guidance about whether a conviction or caution should be disclosed can be found on the Ministry of Justice website.

 

Equality and Inclusion

 

We strive to promote a diverse and inclusive community – a place where everyone can be themselves and in which everyone feels valued and included and supported to achieve their full potential.  We offer a range of family-friendly and inclusive employment arrangements, and we have a zero-tolerance approach to any form of discrimination. 

 

We are committed to the redress of any inequalities by taking positive action where appropriate. 

 

We are a Disability Confident Leader and welcome applications from disabled candidates.  We are also seeking to diversify our workforce, particularly by gender and ethnicity.

 

Further information about the Company, and what it is like to work with us can be accessed from the Careers section of our website:

 

https://careers.htafc.com/

 

Completed applications must be submitted by 9:00am on Wednesday 19th March 2025.

 

Interviews are likely to take place in late March 2025.

 

If you have any queries regarding the role or application process, please contact us by email to jobs@htafc.com