Academy Administrator

Organisation

Harlequin Football Club Ltd

Salary

£35,000 (£21,300 per annum pro rata)

Location

Surrey Sports Park - Guildford

Contract type

Fixed Term (Part time)

Closing date

21 July 2026

Interview date

28 July 2026

Job Description

The Details:
• Based at our Training Ground at Surrey Sports Park, Guildford, GU2 7AD
• Three days a week 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.
• Given the nature of this role and the individuals you will be working with it will be subject to detailed reference checks.


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

How to Apply: Please provide a CV and covering letter (combined in 1 document) outlining why you should be considered for the role, to jobs@quins.co.uk

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