Job Detail

Assistant Club Secretary

2 months ago

Birmingham City

1 Current Jobs Opening(s)

Job Description



  • Overseeing ‘Club Whereabouts’ administration in accordance with The FA Anti-Doping Regulations.

  • Day-to-day liaison with the first team management/academy staff and the football authorities on various aspects of football administration.

  • Produce and distribute player schedule as advised by football staff.

  • Assist with Player appearances as dictated by Commercial and PR staff

  • Assisting with the preparation of Players’ contracts and registration/transfer documents and providing full cover in this respect in the absence of the Club Secretary at the direction of the Directors/Chairman.

  • Collation of paperwork concerning the registration of players for submission to FA/EFL/PL.

  • Level 2 user of The FIFA TMS Transfer Matching System.

  • Level 2 user of the Home Office Sponsor Management System (issuance of Sponsor Certificates for International footballers – work permits).

  • Use of MOAS system (match officials)

  • Use of EFL iFAS system for submission of team sheets etc.

  • Assisting the Club Secretary in terms of player eligibility checks and registration tracking.

  • Produce notification of any changes to fixtures to various authorities and match day service providers etc.

  • First team pre-match preparation including correspondence with the opposition, match officials and the arrangement / distribution of all complimentary tickets.

  • Produce and distribute team sheet for first team home fixtures

  • Prior to a first team home match day, ensure scout/guest tickets are acknowledged, coordinated, issued and arranged for collection.

  • Arrangement and liaison with match officials for every first team fixture.

  • Post-match administration relating to statistics, player appearances, fixture list, attendance, disciplinary etc.

  • Assist the Academy with the preparation and arrangement of FA Youth Cup fixtures.

  • Lead on the arrangements of the Birmingham Senior Cup fixtures.

  • Assist in maintaining filing system for the department, including every professional player’s contractual files.

  • Upkeep and administration of Player disciplinary records.

  • Upkeep of Club records in respect of player signing dates, appearances, team success etc

  • Liaising with various Departmental Managers regarding day-to-day matters.

  • Assist with the management and co-ordination of pre-season including fixture organisation and the tour arrangements in line with budget set by the Club.

  • Assisting the Club’s Academy with regards to FIFA Sub-committee applications for minors and right to work queries.

  • Co-ordination and reporting of Pre-Match and Post-Match meetings.

  • Liaising with the various football authorities and attending meetings as and when required.

  • To deputise in the Club Secretary role in the absence of the Club Secretary at any time

  • Assistance with the administration of the annual UEFA Licence Application (if applicable).

  • Assist with player expenses and wage deduction forms as and when required.

  • Assist with the organisation of away travel for first team fixtures.

  • Assist with safeguarding matters concerning professional players.

  • Manage the induction process for newly signed professional players.

  • Minute taking for the quarterly Academy Technical Board Meeting.

  • Drafting and signing of Scholarship paperwork.

  • Football administration support to BCWFC where appropriate.

  • The scope of these duties may be extended as dictated by the changing requirements of the department, the organisation and relevant regulatory bodies, and therefore, the role may require additional ad-hoc duties as reasonably required.

  • This job description sets out current duties of the post that may vary from time to time without changing the general character of the post or the level of responsibility.



Essential Requirements

  • Educated to GCSE standard or equivalent, to include Maths & English

  • General knowledge and understanding of the professional football regulations of FIFA / The FA / Premier League and English Football League, particularly pertaining to the transfer and registration of players, fixtures, governance, intermediary regulations, player disciplinary and youth development rules.

  • Competent in use of Microsoft Outlook, Excel, and Word

  • Attendance and completion of FIFA TMS training course, as provided by FIFA.

Desirable Requirements​

  • Certificate in Professional Football Management & Administration

  • Sports Law degree

  • Any other relevant football regulation qualification


Essential Requirements

  • Experience of working in football administration at professional club level is essential.

  • Use and management of FIFA TMS International Transfer System

  • Use and management of The FA Whereabouts system.

Experience and understanding of FIFA Solidarity Mechanism & FIFA Training Compensation.

Desirable Requirements​

  • Experience of administering transfers, in particular on transfer deadline day.

  • Experience and understanding of Home Office Sponsor Certificates (Work permits) for players and the rules and regulations relating to such, in particular use and management of the online Sponsor Management System and knowledge of the Governing Body Endorsement criteria.

Knowledge and Skills

Essential Requirements​

  • Strong communication skills in both written and verbal form

  • Ability to keep accurate records

  • Ability to write clear, concise club communication and contractual clauses

  • Ability to manage projects from start to finish in an efficient and timely manner

  • Ability to prioritise

  • Good time management skills

  • Ability to cope under pressure

Personal Requirements

  • Strong communication skills

  • Strong organisational skills, tenacity and accuracy.

  • Ability to multi-task

  • Flexibility

  • Strong document presentation/layout skills

Terms of Appointment ​

  • 5 hours per week.

  • 20 days annual leave (rising by 1 day per completed year of service, up to a maximum of 25 days, plus 8 statutory bank holidays).

  • 6-month probation period.

Job Detail

Job TypeFull time


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