Academy Secretary

Job title:

Academy Secretary

Department:

Academy Administration & Operations

Based at:

Blackburn Rovers Academy, Brockhall Village, Old Langho, Blackburn BB6 8BA

Reports to:

Head of Academy

Responsible for:

N/A

Hours of work:

37.5 hours per week plus any additional hours necessary for the performance of duties. This may include occasional weekend work when required.

Contractual Status:

Permanent

1. Job purpose:

To provide high-level administrative and operational support to the Academy and Senior Management Team (SMT), ensuring the effective implementation of the Academy Performance Plan (APP). The role is pivotal in maintaining compliance with EPPP and FA/PL/EFL regulations, player registrations, safeguarding processes, and supporting a high-performance, player-centred environment. The Academy Secretary also acts as a key liaison between the Academy and external stakeholders, including the League, parents, and partner organisations.

2. Duties and responsibilities:

Strategic & Operational Support

• Support the SMT in the delivery, review, and evaluation of the Academy Performance Plan.
• Ensure operational alignment with the Academy’s five strategic pillars: Identify, Develop, Build, Enable, and Protect.
• Coordinate cross-departmental communication and scheduling to support a seamless player and staff experience.

   

  Administrative Duties

• Manage all administrative aspects of the games programme (U9 to U21), including itineraries, match officials, opposition liaison, and matchday documentation.
• Maintain and update digital platforms (e.g., Teamworks, MyConcern, Football Intelligence Platform, iFAS, FIFA TMS).
• Attend and minute internal meetings, uploading records to relevant systems.
• Attend relevant external meetings on behalf of the Club.
• Manage petty cash and financial transactions related to Academy operations.
• Production of Scholarship Agreements / Project Manage annual Scholarship signing events

   

  Staff Coordination

• Maintain accurate and secure records in line with Club and FA requirements.
• Assist with the management of the holiday tracking system and support the implementation of staff appraisals and CPD tracking.

   

  Safeguarding & Welfare

• Act as a Designated Safeguarding Officer for the Academy, working closely with the Head of Education & Player Care and Club Safeguarding Manager and raising awareness of safeguarding practices to create a culture of trust and inclusion.
• Ensure safeguarding is embedded in daily practice and aligned with the Club’s safeguarding strategy.
• To be committed to ensuring the safeguarding and welfare of all staff, customers and clients of the Club.
• Attend safeguarding training and meetings; maintain accurate records and ensure compliance with all safeguarding legislation and best practices.
• Support the Host Family programme and ensure all welfare documentation is up to date.
• Ensure familiarity and compliance and commitment to safeguarding policies and procedures.
• Report and Manage concerns/incidents, disclosures etc. in accordance with policies and procedures and to respond appropriately within a timely manner.

   

  Key Relationships

  Internal:

• Academy SMT
• Coaching, Medical, Recruitment, Education & Player Care, and Performance Analysis teams
• Support Staff
• Club HR and Safeguarding Teams
• Head of Football Administration & Football Administration Manager

  External:

• Premier League, EFL, and FA representatives
• Other Academy Clubs
• Parents, Host Families, Lodge Providers
• Agents and Scouts

3. Skills required:

• Excellent organisational and time management skills, with the ability to prioritise and manage multiple tasks in a fast-paced environment.
• Strong interpersonal and communication skills, both written and verbal, with the ability to liaise confidently with a wide range of stakeholders.
• High level of attention to detail and accuracy in administrative processes and record-keeping.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and digital platforms such as FiP, Teamworks, and safeguarding systems (e.g., MyConcern).
• Ability to work independently and collaboratively within a multidisciplinary team.
• Discretion and professionalism when handling confidential and sensitive information.
• Proactive approach to problem-solving and continuous improvement.
• Ability to lead and manage support staff effectively, including performance management and development planning.

4. Knowledge required:

• In-depth understanding of EPPP regulations and the operational requirements of a Category 1 Academy.
• Familiarity with the Academy Performance Plan and its five strategic pillars (Identify, Develop, Build, Enable, Protect).
• Knowledge of safeguarding legislation, policies, and best practices in youth football.
• Awareness of matchday operations and administrative requirements across all Academy phases.
• Knowledge of financial procedures related to petty cash, timesheets, and budget tracking.
• Familiarity with the structure and expectations of multidisciplinary collaboration in elite youth development environments.