Support Services Administrator in Loughborough

Our standard Full Time Equivalent hours are 35 hours per week, unless otherwise specified in the job advert.

Swim England is the national governing body for swimming in England.

We help people learn how to swim, enjoy the water safely, and compete in all our sports.

Our vision is of a nation swimming and we strive to inspire everyone to enjoy the water in the way that suits them. We work with our partners to create engaging programmes that enable everyone to be active, have fun and stay healthy through swimming.

Your application is generated using the information you have provided in your Profile. Your CV and any additional supporting evidence will also be attached and made available to the hiring manager.

Minimum of 3x Days a Week Onsite
35 Hours a Week (Mon–Fri)

Internally this position will be known as Community & Stakeholder Officer.

About the Role:

To provide high-quality administrative support to Swim England’s customers, stakeholders, and colleagues, ensuring the smooth and efficient delivery of membership, governance, and organisational services. The role requires excellent organisational skills, attention to detail, and the ability to manage a varied workload, with a focus on delivering an accurate, professional, and customer-focused administrative service.

Key Responsibilities:

• Respond promptly and accurately to customer enquiries across multiple channels, including phone and email, covering a wide range of topics such as membership, governance, DBS checks, and Swim England services.
• Confidently manage multiple administrative activities, ensuring work is completed accurately while adhering to Swim England policies, procedures, and values.
• Take ownership of administrative tasks from start to finish, resolving queries independently wherever possible and escalating only when necessary with clear and accurate handover information.
• Maintain and develop comprehensive knowledge of Swim England’s membership services, products, policies, and processes to support the timely and effective delivery of administrative services.
• Provide high-quality administrative support for Board and committee meetings, including scheduling meetings, preparing agendas, coordinating invitations, circulating papers, taking accurate minutes, and monitoring action points.
• Organise meeting logistics, including booking meeting rooms, accommodation, and travel arrangements, ensuring meetings are delivered efficiently.
• Maintain clear, accurate, and up-to-date records using membership systems, databases, and other organisational systems.
• Process a range of Swim England services, including membership applications, event licensing, permits, PWTAG, membership products, rankings, records and results, DBS checks, staffing administration, and associated data input, ensuring compliance with organisational procedures and regulatory requirements.
• Assist with reporting, collating feedback, and compiling information for management to support effective decision-making.
• Support the wider team with organisational projects and administrative activities, including staff conferences, awards, the Swim England Handbook, and Hall of Fame administration.
• Comply fully with data protection, privacy, and other regulatory requirements in all administrative activities.
• Consistently meet or exceed agreed quality and efficiency standards.
• Contribute positively to team culture, supporting collaboration, shared learning, and continuous improvement.
• Ensure every interaction upholds the integrity, reputation, and growth of aquatic sports through the delivery of high-quality administrative support.

Skills and Experience:

Essential

• Proven experience providing administrative support within a busy office environment, delivering accurate, professional, and customer-focused services.
• Strong organisational and problem-solving skills, with the ability to manage multiple priorities and complete tasks independently.
• Excellent communication and interpersonal skills, with the confidence to engage effectively with a wide range of customers and stakeholders.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Awareness of data protection, privacy, and compliance requirements, with a commitment to maintaining high standards.
• Ability to work collaboratively within a team whilst managing your own workload effectively.

Desirable

• Experience supporting Board, governance, or committee meetings, including preparing agendas, taking minutes, and tracking actions.
• Experience using membership databases, CRM, or administrative systems to manage records and track activities.
• Experience processing DBS checks or working within a regulated or compliance-focused environment.
• Knowledge of Swim England’s membership systems, services, or procedures.

Early applications are encouraged as this vacancy may close once sufficient applications have been received.

Interview date: 8th December

Please be advised that we cannot offer visa sponsorship and that you must have right to work in the UK to apply or be considered for this role. If you are a non-UK/EU National, you must have an appropriate working Visa to undertake employment. You must also be working within the UK to apply or be considered for this role, due to the public liability insurance Swim England holds.

Swim England is committed to inclusion and embraces the spirit of equality legislation. As a Disability Confident Employer, disabled applicants who meet the essential criteria for the role are guaranteed an interview. We are also piloting a Guaranteed Interview Scheme for applicants from ethnically diverse backgrounds. Candidates who opt in to the scheme and demonstrate that they meet the essential criteria will be guaranteed an interview. Applicants can indicate if they wish to opt in by answering the relevant question within the application form.

Where possible, Swim England will always make reasonable adjustments for accessibility to anyone who requires it.

If you would like any of the documentation in a different format or would like to apply in a different way please get in touch. All appointments will be made on merit, following a fair and transparent process, in line with the Equality Act 2010. However, the organisation may employ positive action where candidates from underrepresented groups can demonstrate their ability to perform the role equally well.

Swim England is also committed to safeguarding and promoting the welfare of children and young people and expects all employees and volunteers to share this commitment.

Swim England and the Amateur Swimming Association

The Amateur Swimming Association (Swim England) Ltd is a company limited by guarantee with charitable status. Registered charity number 1175603. Registered company number 10931571.

Swim England Trading Limited, registration number 3001915; Swim England Events and Sponsorship Limited, registration number 11186835.

All companies are registered in England and Wales at registered office: Pavilion 3, SportPark, 3 Oakwood Drive, Loughborough University, Loughborough, Leicestershire, LE11 3QF.