Role summary

The main purpose of the Club Secretary role is to be the principal administrator for the club. The Club Secretary carries out or delegates all the administrative duties that enable the club to function effectively. The Club Secretary is a pivotal role within the club, with a close involvement in the general running of its operations. The secretary is typically the main point of contact for people within and outside the club including the English Football League and opposition clubs.

Roles and Responsibilities

• Undertaking all Club Secretarial duties for AFC Wimbledon men’s team and Academy.

• Daily liaison with the Head of Football Operations, Managing Director and Chairman on relevant matters.

• Ensuring compliance with all rules and regulations of the various football authorities, ensuring all deadlines are met.

• Manage the operations of the training ground, inclusive of overseeing training ground pitch maintenance and developing a high-performance venue, fit for a progressive professional football team.

• Preparing and completing all contracts, registration, loan agreements and transfer documents for all first-team players in accordance with all regulatory guidelines

• Maintaining full player records e.g. contracts, contact information etc.

• Coordination and maintenance of the Club’s FA Member Services system in respect of player disciplinary matters and records, such as suspensions, cautions, fines etc, including, where necessary, any appeals to The Football Association. Oversee and manage charges and appeals from any other charges issued by the footballing authorities, inclusive of claims for wrongful dismissal.

• Managing the scheduling of all first team competitive and non-competitive fixtures, including the arrangement of match officials for all first team home fixtures. Manage processes surrounding the rearrangement of fixture subject to change from weather and broadcast selections.

• Completion of all FA and English Football League post-match documentation such as PGMOL match reports and team sheets

• Organising travel and hotel accommodation for all first team away fixtures for the first team and football management with budget responsibility

• First team pre-match preparation, including liaising with various stakeholders, such as First Team Manager, Match Officials and opposition clubs.

• Attending all first team home matches, liaising with a range of officials.

• Liaison with all football authorities, including The Football Association, English Football League, National League, PGMOL, and PFA on various aspects of football administration and attending meetings as and when required.

• Supporting the First Team Manager and Assistant Manager with administration and operational duties.

• Management of first team payroll, including bonuses and recording of contract changes and milestones achieved.

• Managing Player Personal Accident Insurance cover

• Overseeing player private medical insurance claims with the Club’s Medical Team

• Processing player expense claims and player relocation expense claims in accordance with company policy

• Ensuring compliance with regard Equality & Diversity in accordance with EFL Code of Practice and other relevant legislation.

• Assisting the Academy Manager with the academy registrations, including scholar signings and minor applications.

• Carry out duties in accordance with all relevant company policies.

• Other duties as reasonably requested by a member of the senior management staff.

• To work closely with partnership organisations, including the AFC Wimbledon Foundation, Don’s Local Action Group and Wimbledon in Sporting History.

• The Club Secretary is a standalone function, with no direct reports.

Mandatory experience

The right candidate will have at least 3 years’ relevant experience ideally as a Club Secretary or an Assistant Club Secretary, with specific skills and experience as set out below:

• Extensive knowledge of the FA Rules, as well as EFL, Premier League, National League, and FIFA regulations

• Experience of drafting and executing football Playing Contracts, as well as loan and transfer agreements.

• Comprehensive understanding of player registrations processes

• Ability to build relationships with key stakeholders, inclusive of the footballing authorities, internal club contacts and affiliated organisations.

• Attention to detail and communication skills are of paramount importance for this role, as is the ability to multi-task and work to tight deadlines.