Foundation Operations & Schedule Co-ordinator - West Ham United Foundation

5 days ago England
Application Deadline - 22nd Feb 2019 @ 12:00 am (GMT)

Salary: £21,000 - £24,000

Hours: 37.5 hours per week plus early morning and evening shifts required occasionally and 1 in 3 weekends

Contract Type: Full Time, permanent

Location: West Ham United Foundation, Beckton

Benefits: 25 days’ annual leave
Contributory pension scheme
Life assurance
Healthcare cash plan

This is an excellent opportunity for the successful candidate to join the Operations Team to deliver its programs throughout the community safely and effectively. With ambitious plans over the next three years, this position offers the opportunity to be part of a truly unique organisation that makes a difference to people’s lives on a daily basis.


• Super user of our schedule & coach management system (Sports Fusion), monitoring & evaluation system (Views – by Substance) and pitch bookings system (Openplay) amongst others. Training will be provided
• Responsibility for producing the Foundation casual staff timesheets process and payroll report. Automated system, no finance experience necessary
• Supporting scheduling of appropriate delivery staff to sessions
• Creating reports of Foundation delivery and workforce
• Maintaining the staff database including monitoring of expiry of DBS, qualifications and others
• Venue operations administration
• Liaising with Coaches and Development Officers on a regular basis, one-to-one and by phone, regarding activity details, punctuality, availability etc.
• Support project leads, officers and managers with general operations and staffing
• Coordination of Foundation facilities management and operations administration
• Marketing and promotion of the Foundations 3G pitch in Beckton liaising with the Foundations Marketing & Communications Team
• Support Foundation delivery staff HR and central administration
• Reporting to the Operations Forum around audits on Health & Safety, Quality Assurance and others
• Key holder very infrequent call responder to alarm monitoring status alerts
• Some basic cleaning and maintenance may be required to ensure operation of the site
• Support the Head of Security with coordination of Foundation Security Team and safety of the site
• Supporting the coordination of the Caretaker and Community Assistant and external cleaning contractor
• Emergency Schedule Phone holder. Supporting the Head of Operations with accident & incident reporting, including out of hours.
• To support in the delivery of safeguarding children and vulnerable adults
• To support in the delivery of GDPR

Equal Opportunities

1. To ensure that all departments are provided within an anti-discriminatory framework and take account of such issues as race, gender, sexuality, disability, religion and age.
2. To carry out work in a manner which promotes equality of opportunity for both staff and clients.

Person Specification:

The ideal candidate will have skills and experience in the following areas: -
Essential (E) Desirable (D)


• Educated to degree level or equivalent experience preferably in sports, operations or business administration related subject, but not essential (E)
• First Aid at Work, Fire, Legionella, Health & Safety and other operations qualifications desirable (D)
• Full UK drivers licence (E)


• Experience of working in a dynamic office (E)
• Experience using ideally sports or leisure CRM, database, bookings systems and monitoring and evaluation software or similar (E)

• Basic office administration/finance administration experience (E)

• Experienced coordinating logistics, people, equipment and venues (E)

• Facilities management experience including knowledge of Health and Safety, Fire, Legionella, Emergency Lighting, First Aid and others (E)

• Demonstrable experience of thoroughly analysing information, and considering alternative solutions, adapting to new ways of working where necessary. (E)

• Experience of working within a Football Club/Sports Foundation or Sports/Leisure Trust (E)

• Sales and marketing experience (D)

• Key holder experience (D)

• Basic maintenance experience (D)


• Highly computer literate (E)
• Must have excellent timekeeping and be reliable(E)
• Possess a good eye for detail (E)
• Keen interest in community football and/or wider sports and community, health, education activities (E)
• Must have excellent people and communication skills (E)
• Excellent telephone manner (E)
• Self-starter able to work with little supervision (E)
• Ability to manage time effectively, planning own workload and setting appropriate objectives and deadlines. (E)
• Ability to think about alternative ways of doing things and being open to new work practices and responsive to change. (E)
• Ability to adapt to change and work under pressure (E)
• Knowledge of sports coach qualifications and minimum industry requirements (D)
• Knowledge of safeguarding children and vulnerable adults and the DBS verification process (D)
• Knowledge of good GDPR practice (D)
• Experience coordinating casual hours’ staff (D)
• Knowledge of Newham, East London and Essex (D)

Understanding and commitment to the Club’s Equality Policy and ability to promote anti-discriminatory practice.

We are committed to the principle of equality and equal opportunities in employment and have been accredited with the being Disability Confident Committed. We will actively promote equality and equal opportunities in our business to ensure that individuals receive treatment that is fair and equitable and consistent with their relevant aptitudes, potential skills and abilities. Employees will be recruited and selected, promoted and trained on the basis of objective criteria.

Please apply via our recruitment page on our website ( by 22nd February 2018

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