Academy Operations Coordinator - Foundation Phase in Enfield

Job Purpose

Provide full administrative and operational support for all aspects of the Foundation Phase Programme, ensuring the effective planning, organisation, and delivery of fixtures, festivals, tournaments, and tours in line with Academy standards and governing body requirements. Act as a central point of coordination for players, parents, Academy staff, and external stakeholders, delivering a high-quality experience while maintaining compliance with Youth Development rules and safeguarding standards.

Key Responsibilities

• Provide full administration for all aspects of the Foundation Phase Games Programme including opposition correspondence, match officials, medical cover, parent communication via Teamworks, travel, facility usage, communication with Grounds Team, Maintenance and Security, and scout correspondence both internally and externally.
• Act as Match Day Co-ordinator for Sunday Foundation Phase fixtures, ensuring all operational elements are delivered to a high standard.
• Ensure all Foundation Phase diary planning is updated, visible, and communicated via Teamworks in a timely manner for players, parents, Academy and Training Centre staff.
• Administer and coordinate all logistics for Foundation Phase tournaments and festivals, including hosting at the Training Centre and liaising with the Premier League for external fixtures.
• Work closely with the Recruitment Operations Team to ensure all player registrations are completed in a timely manner, adhering to Youth Development rules following successful trial periods.
• Collaborate with the Pastoral Team to ensure all player and parent reviews, parent evenings, and workshops are communicated at the earliest opportunity.
• Work alongside the Senior Academy Travel and Logistics Co-ordinator to ensure all Foundation Phase tours are delivered with a high level of preparation, organisation, and communication, and that all post-tour documentation is completed and stored electronically.
• Work closely with our Academy Operations and Transport Teams to ensure that Player Expenses forms are collated and reviewed before liaising with the relevant staff prior to sending over to our Finance department.
• Support the Pastoral Team in undertaking pre-trip inspections for domestic and international tours where required.
• Act as a Super User for Teamworks and Kitman Labs, supporting Foundation Phase staff with administrative processes and system usage.
• Sit on the Parent Voice committee as a representative of Academy staff.
• Support the induction process for Phase-specific staff, including liaising with the kit department to coordinate staff kit delivery.
• Work closely with the Recruitment and Player Care Team to ensure all players are effectively inducted into the Academy, providing a positive experience for players and their families and promoting the Club’s values.
• Take minutes during Phase-specific weekly meetings and maintain accurate records.
• Assist the YDP & FTTM Operations Co-ordinator when required.
• Maintain the Academy SharePoint, ensuring all relevant documentation and player files are accurate and up to date.
• Maintain up-to-date knowledge of rule changes and Youth Development regulations from governing bodies including the Premier League, FA, EFL, and PGAAC.
• Provide administrative and operational support to the Academy Administration Manager and Head of Academy Operations as required.
• Line manage Academy Matchday Co-ordinators (casual staff).
• Act as a Designated Safeguarding Officer for the Foundation Phase, ensuring all safeguarding concerns are reported in a timely and appropriate manner.

Safeguarding Responsibilities

• Have a duty to safeguard and promote the welfare of children and young people.
• Act in accordance with the organisation’s safeguarding policies and procedures at all times.
• Be alert to signs of abuse, neglect or safeguarding concerns and report these appropriately.
• Maintain professional boundaries and act as a positive role-model when working with or around children.
• Attend safeguarding training as required and keep knowledge up to date.

Person Specification

• Previous experience within Academy Operations or a similar role.
• Experience of using Teamworks (ideally within a Category 1 or 2 Academy environment).
• Experience coordinating logistics such as fixtures, travel and events.
• Understanding of Youth Development rules and football governing bodies.
• Ability to travel domestically and internationally for Phase-specific trips and tours.

• Maintains high professional and personal standards.
• Highly organised with the ability to manage multiple priorities effectively.
• Strong communication skills with the ability to liaise with a wide range of stakeholders.
• Proactive and detail-oriented approach to administration and operations.
• Ability to work independently and as part of a wider team.
• Competent in digital systems including SharePoint and athlete management systems.
• Strong record keeping and documentation skills.
• Flexible approach to working hours, including evenings and weekends where required.

Safeguarding & Recruitment Statement

Safeguarding is fundamental to the success in all that we do. The Club follows a Safer Recruitment process for all roles. Successful candidates will be subject to proportionate background, DBS and reference checks as required for this role. We welcome applications from anyone regardless of age, disability, gender, race, ethnicity and national origins, religion or belief, or sexual orientation.