At a Glance
- Tasks: Coordinate scheduling and communication for match days and events at Ashton Gate Stadium.
- Company: Join a unique sports and entertainment business with a vibrant culture.
- Benefits: Competitive salary, flexible hours, and opportunities for professional growth.
- Other info: Dynamic role with a focus on teamwork and community engagement.
- Why this job: Be part of an exciting environment supporting major sporting events and community initiatives.
- Qualifications: Experience in administration and strong attention to detail required.
The predicted salary is between 27000 - 27000 £ per year.
We are looking for an experienced administrator. Ashton Gate Stadium is a unique sports and entertainment business with the core aim of providing integral support services to ensure the sustainability of Stephen Lansdown’s sporting group of companies which includes Bristol Sport, Bristol City, Bristol Bears, Bristol Flyers Basketball and each of their respective community charities.
JOB PURPOSE
The scheduling Co‑ordinator is responsible for the effective scheduling, engagement and communication and administration for casual workers for match days and events in the FOH, concessions, retail, kitchen, ticketing and safety and security departments. They will support the co‑ordination of recruitment, training sessions and compliance for the workforce.
KEY OBJECTIVES
- Add events and matchday schedules on UKG and process open shift requests.
- Ensure that the FOH, concessions, retail, kitchen, ticketing and safety and security departments have all relevant information of scheduled staff for match days and events.
- Process weekly timesheets, ensuring data is accurate to staff working hours and completed in time to payroll requirements.
- Respond to emails into staffing inboxes to an SLA of 2 working days.
- Support with the retention of staff, engaging with staff to promote shift pick up.
- Collate cost information as required by finance.
- Book agency staff as requested by departments and ensuring within agreed cost levels and numbers as set out by finance annually.
- Process the termination of staff, ensuring correct processes are followed and relevant information sent to HR.
- Manage casual worker documentation, ensuring that right to work checks are correctly completed and any regulatory licences or DBS checks are conducted in line with role requirements.
- Ensure all workers have completed relevant compliance e‑learning and training prior to being provided shifts.
- Ensure staff shifts adhere to 20 hour visa and working time regulation requirements.
- Maintain training records and work with relevant departments to ensure staff information is up to date.
- Communicate staffing updates and scheduling changes as required.
- Maintain accurate records of staff absence, cancellations and non‑attendance and action any necessary paperwork/processes.
- Support in ensuring staff data is kept up to date.
- Support on recruitment, including CV sifting, co‑ordination of recruitment events, and confirmation of outcome.
- Regularly review workforce with departments to ensure active staff lists are maintained.
- Support on projects to streamline processes and build departmental efficiencies.
- Ad hoc support on a match day or evening as requested and agreed with manager to collect paperwork, complete compliance tasks or support engagement with casual workforce.
- Any other reasonable request relating to scheduling or casual staffing.
- Achieve a shift fill rate of over 90%.
- Schedules added to UKG 1 month prior to matchdays and event bookings (with the exception of last minute bookings which must be added within 1 working day of request from department manager).
- Reduce agency spending as per annual budgets set out by finance per department.
- Approval turnaround time‑ timesheets approved to HR and payroll deadlines.
- Resolve worker concerns within 5 working days escalating to HR if complex.
- Mandatory casual worker training completion 100% for new starters and over 85% for re‑fresher training.
- 100% compliance to working time regulations and 20‑hour visa requirements for scheduled staff.
- All inbox queries initial responses within 2 working days.
- 100% up to date staffing records.
- Completion of monthly checks to ensure accurate and up to date workforce maintained.
Salary: £27,000 per annum
Hours: 5 out of 7 days, Monday to Friday
Proven experience in administration roles. Excellent analytical and problem‑solving abilities. Excellent attention to detail.
We are committed to the principle of equal opportunity and its policies for recruitment, selection, training, development and promotion are designed to ensure that no employee 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.
Safeguarding
Ashton Gate Ltd is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all employees to share this commitment.
Scheduling Coordinator in Bristol employer: Bristol Sport
Ashton Gate Stadium is an exceptional employer, offering a dynamic work environment within the vibrant sports and entertainment sector. Employees benefit from a strong commitment to professional development, a supportive team culture, and the opportunity to engage with a diverse range of events and community initiatives. With a focus on inclusivity and safeguarding, Ashton Gate provides a rewarding workplace where every team member can thrive and contribute to the success of Bristol's sporting community.
StudySmarter Expert Advice🤫
We think this is how you could land Scheduling Coordinator in Bristol
✨Get Involved in Local Sports Communities
Dive into your local sports scene! Attend community games, coaching sessions, and meet-ups. Building relationships with coaches and team managers can help you uncover job opportunities before they even hit the job boards.
✨Leverage Internships and Volunteering
Even though you’re after a full-time role, don’t underestimate internships or volunteering in sports organisations. These positions not only give you hands-on experience but can also lead to permanent openings. Plus, it’s a fantastic way to make your face known in the industry!
✨Visit Sports Job Fairs
Keep an eye out for sports job fairs and career expos specific to the recreation management field. These events are goldmines for meeting hiring managers from organisations like Bristol Sport. Bring your A-game and be ready to chat about how you can contribute to their team!
✨Apply Through Our Website
Don't forget to check out openings on our site! Our listings will often include positions at excellent organisations in sports recreation management, including Bristol Sport. Applying directly through our platform increases your chances of getting noticed by recruiters. Let's get you that dream job!
We think you need these skills to ace Scheduling Coordinator in Bristol
Some tips for your application 🫡
Show Off Your Passion for Sports:In your cover letter, let your enthusiasm for sports and recreation shine through! We want to see your genuine interest in the industry and how it's shaped your career choices. Sharing specific experiences, like managing a team or organising an event, can really make you stand out.
Highlight Relevant Experience:When crafting your CV, focus on any relevant internships, volunteer work, or part-time jobs related to sports and recreation management. Make sure to quantify your achievements – did you increase team participation by a certain percentage or successfully lead a project? Numbers speak volumes!
Tailor Your CV for Sports Management:Use a CV format that emphasises your skills in leadership, teamwork, and event coordination. Don’t forget to include specific training or certifications that relate to sports management, as these can set you apart from other applicants. We love seeing candidates with relevant qualifications!
Express Your Long-Term Goals:In your application, we want to see your career aspirations in sports management. Don’t hesitate to include how you envision your future in this industry and how joining Bristol Sport aligns with those goals. We’re looking for candidates who are not just a perfect fit for the role but are also excited about growing with us!
How to prepare for a job interview at Bristol Sport
✨Highlight Your Passion for Sports
When chatting with Bristol Sport, make sure to express your genuine love for sports and recreation. Share experiences that showcase your passion, whether it's managing a local sports team, organising events, or simply being an active participant in various activities. This helps them see you're not just a fit on paper, but also someone who truly cares about the field.
✨Showcase Your Management Skills
This role is all about managing resources and people, so be ready to discuss your leadership and organisational skills. Prepare some examples from your past experiences where you've successfully led a team or managed a project, particularly in a sports or recreation setting. Use the STAR (Situation, Task, Action, Result) technique to make your answers concise and impactful.
✨Be Prepared for Scenario-Based Questions
Expect case studies or scenario-based questions that assess your problem-solving and decision-making skills. You might be asked how you would handle a tricky situation, such as resolving a conflict between team members or managing a crisis during a major event. Think through these scenarios and practice how you’d articulate your thought process and solutions.
✨Demonstrate Enthusiasm for Team Collaboration
In the sports and recreation management field, teamwork is essential. During the interview, be prepared to discuss how you work within a team and foster a collaborative environment. Share success stories where teamwork led to a positive outcome, emphasising how you built relationships and encouraged participation among team members to achieve a common goal.
