Package Description
Location: Repton School
Responsible To: Director of Swimming
Hours: 24 hours per week, over three days. Days to be discussed at interview.
Salary: £12.50 per hour
Job Introduction
Repton School is seeking an Administration Officer to work alongside our Repton Swimming team to provide efficient administrative support to Repton Swimming with the oversight of memberships, trials and enquiries, payments, communication, events, governance administration, club kit and general good quality customer service to our club members.
For a full description of duties, please read the job description.
The closing date for applications is the 11th July 2024. If you have any questions about this position, please do not hesitate to contact the HR team via hr@repton.org.uk.
Main Responsibilities
Club Administration
- Provide high quality and effective administration to support the delivery and all operational aspects of Repton Swimming.
- Working with the stakeholders within the swimming team to ensure effective planning and organisation across the club on a day-to-day basis, including through regular one to one meetings with the Director of Swimming and Club Chair.
- Provide advice, support and guidance to parents/guardians when appropriate.
- To use IT and management systems (Team Unify, Teams, Microsoft Office, Swim England Online Membership System etc.) to ensure effective communications and adherence to compliance
- To act as the Secretary and Membership Officer for Repton Swimming, including the necessary committee roles.
- Undertake the club’s Annual Membership renewal with Swim England
- Contribute to SwimMark, the club’s annual regulatory governance check
- To support the Director of Swimming and Club Chair to identify and develop objectives, plans and strategies to maximise the efficient use of the department’s resources
- To maintain the required high standards of safeguarding guidelines and procedures, contributing to the school and club’s positive safeguarding culture.
- Updating club member contact details and medical records when needed and communicating them accordingly
- Making sure all payments (incoming and outgoing) are made, tracked, reported and then communicated with the finance team
- Sales of team kit to members and tracking the stock
- Ensuring new customer journeys, customer service and joining the club are as smooth as possible, with great communication and the relevant paperwork and trackers up to date
- Replying to emails effectively and in a timely manner
Meeting Management
- To attend weekly coaches’ meetings and operations meetings
- To attend quarterly committee meetings
- Managing meetings through planning and preparation of agendas, accurate minute taking and room bookings.
- Ability to meet and manage last-minute requests.
Administrative Support
- To provide a full range of administrative support to the senior members of the club management
- Prioritising work in line with the demands of a club and school environment.
- Assist with drafting and timely sending communications to pupils, staff, parents and key stakeholders.
- Maintain clear, effective and up to date records
- Flexibility and resourcefulness to work at pace and with flexible hours as required to support a club environment.
- Record keeping of weekly staff and operations meetings.
- Assisting with a variety of club events and functions, including event planning, organisation and execution.
Communication & Team Working
- As a primary point of contact for the club, respond in a friendly, professional and timely manner to emails and enquiries.
- Working collaboratively and cooperatively with other colleagues across the group, develop effective and supportive relationships with colleagues, internally and externally, both in terms of social interaction and positive support within the team.
- Demonstrate diplomacy, tact, discretion, sensitivity and confidentiality at all times.
- Communicate in an honest, open, positive, supportive and friendly manner
- Communicate effectively, both verbally and in writing, with other team members, the swimming staff, club members, swimmers and parents, adapting the style to each situation.
Other Duties
- Take an interest in the School and swimming programme and how it functions to support its swimmers, both pupil and club members.
- To perform Swim England ‘Team Manager’ roles at various points, to safeguard our swimmers and support the volunteer and coaching teams
- Awareness of legislative requirements including Safeguarding and GDPR.
- Any other duties as required to support the Chair and Director of Swimming and their team.
- To attend any required Swim England or swimming-based training as needed
The Ideal Candidate
Profile
- High energy, positive and a can-do attitude
- Solution orientated, proactive and adaptable with good attention to details
- Discreet and professional approach, flexible to the demands of the role
- Kind and caring demeanour with swimmers, members, staff and parents
- Used to working at pace and managing a diverse and varied portfolio of work
Experience
- Experience of working in sport, a school or a swimming club is desirable
- Understanding of GDPR and the ability to maintain confidentiality and trust
- Experience of organisation of meetings
- Experience of using sport-based management systems is desirable
Knowledge and Skills
- Excellent IT skills in all MS Office applications, including Word, Excel, PowerPoint, Outlook, Forms and MS Teams
- Proactive communication, planning and organisational skills
- Good interpersonal and analytical skills
- Warm customer service skills
- Competent English grammar and punctuation
- Accurate note taking
- Strong attention to detail
- Discretion and the ability to deal with matters of a confidential and/or sensitive nature
- An understanding of the importance of safeguarding in schools
- Knowledge of using a management information system
- Full driving license
Personal qualities
- Able to maintain confidentiality
- Committed to the role and the organisation
- Able to remain calm and professional under pressure
- Able to use initiative to deal with routine matters
- Able to work flexibly under pressure and to tight deadlines
- Good team player with a collaborative approach
- Excellent people skills
About Repton School
Repton School, founded in 1557, is a leading co-educational School situated in the historic village of Repton. Five miles from Burton upon Trent and eight miles from Derby, Repton lies in the very centre of England. The School boasts a consistently fine academic record and is active and successful in a wide range of other activities. The School’s 600 plus pupils, both boys and girls, are predominantly boarders. Each belongs to one of the ten boarding houses. Repton prides itself on its long and close association with the village.
With the establishment of Repton Dubai in 2007, Repton was a pioneer among UK independent schools in establishing overseas ‘branches’. Repton International Schools Ltd has now established a family of six international schools (seven as of September), with four in the UAE, one in China, one in Malaysia and Repton Cairo opening in September. The School takes great pride in its international family and works closely with its overseas partners to ensure that each Repton International school fully reflects the ethos and values of the UK school.
The School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment, therefore the following shall be deemed to be included, in addition to the duties that you may be required to perform:
Promoting and safeguarding the welfare of children and young persons for whom you are responsible and with whom you come into contact.
Under the Sexual Offences Act 2003 it is a criminal offence for a person over 18 (e.g. teacher, matron, sports coach) to have a sexual relationship with a child under 18 where that person is in a position of trust in respect of that child, even if the relationship is consensual. This applies where the child is in full-time education and the person works in the same establishment as the child, even if s/he does not teach the child. Moreover, whatever the age of the pupil, a sexual relationship between an employee and a pupil will be considered an abuse of a position of trust and gross misconduct, likely to result in dismissal.
Attached documents:
- JD - Administration Officer.pdf - Candidate Information Pack - Administration Officer
