Academy Administrator

Organisation: Harlequin Football Club Ltd
Salary: Circa 30k prorata
Location: Richard Meyjes Road, Guildford Surrey, GU2 7AD
Contract type: Permanent (Part time)
Closing date: 12 June 2025
Job Description: Founded in 1866, Harlequins is one of the most iconic rugby clubs. Recognised around the world, we are proud to be a founding member of the RFU, boasting more Presidents than any other club, as well as a healthy dose of current and legendary Men’s and Women’s international players.

As leaders of the game, we are ambitious to build on our success. To do this we move at tempo, we are unconventional in our thinking and approach, and we recognise the value that each role and each person in the team plays in delivering our success.

Our Academy Administrator is a critical role supporting the delivery of the ambitious plans we have for our Academy. They are responsible for working alongside the Academy Operations Manager to ensure seamless and excellent end to end delivery of the Academy programme whilst ensuring that we build lasting relationships with players and families alike.

The Details:
• Based at our Training Ground at Surrey Sports Park, Guildford, GU2 7AD
• Two days a week (Monday & Thursday) in the office with ad hoc weekend and evening working
• Reports to the Academy Operations Manager and Head of Academy.
• This role will be subject to and is conditional on an enhanced DBS check.

The Responsibilities:
• Assist the Academy Operations Manager in the programme management of the Quins Academy Foundation programme.
• Responsibility for the administration and coordination of Harlequins Foundation Programme (U15 & U16) including:
o Contact point for all enquiries and all communications from players and parents within the Academy Foundation Programme
o Booking of venues and liaison with onsite staff
o Record registers of attendance
o Keep database up to date of all players / triallists
o Liaise with coaches re: programme of work
o Collate all mid-season / end of season feedback calls and meetings
o Organisation of assessments for new players
o Organisation of Internal Festivals at U15 & U16
o Ensuring all players are registered on the appropriate RFU Systems.
o Contact for the physios for U15 & U16 training venues.
o Organise U14 assessment details.
o Kit distribution for both age groups and coaches
• Safeguarding responsibility and management for Academy Foundation U15 and U16 coaches, ensure this meets the highest possible standards.
• U16 Fixtures:
o Team manager at U16 fixtures
o Organise kit for U16 fixtures
o Logistics, organisation and planning of fixtures
o Communication of details to players and staff
• Develop positive and lasting relationships with teachers of rugby, coaches and development staff within feeder schools, clubs and CBs.
• Responsible for ensuring all academy athletes in the Academy Foundation are registered to the Quins Academy and appropriate records are kept to meet relevant requirements/minimum standards.

The skills, experience and attributes needed:
• Multitasker, organiser and detailed focussed – able to juggle multiple projects at any one time, and flex day to day plans to meet the needs of a fast paced, ever changing work environment.
• An excellent relationship builder – quickly builds rapport with a wide variety of people.
• Highly trusted and discrete - builds trust with ease but knows when to escalate and share information to drive performance and outcomes.
• Outstanding time management – understands how best to manage their time to deliver the right outcomes for the team and for them.
• Previous experience of coordinating events/programmes.
• Previous experience of safeguarding/working with U18’s advantageous.

The Culture and Behaviours we look for:
• Tempo – Understands when to change the tempo to drive the right outcomes for the individual to deliver what is needed for them and the Club.
• Relate – Invests significant time in developing outstanding relationships with players, their families, Clubs and colleagues to deliver the right outcomes for the Academy and to ensure a sense of belonging.
• Unconventional – Recognises the unconventional in the players and families they work with and can adapt what they offer to meet the needs of the individual player.
• Enjoyment – understands the importance of enjoyment in driving great outcomes for players at this stage of their rugby career and works with the Academy team to deliver this.
How to apply: Apply by sending your CV to jobs@quins.co.uk. The club reserves the right to close this before the closing date depending on the amount of suitable applicants.