Job Description

Role Summary:

AFC Fylde Community Foundation is recruiting an Administration Officer to join its successful and respected team to support the continued growth of the charity. The role will involve handling enquiries, maintaining accurate records and databases, supporting financial processes such as expenses and timesheets, and ensuring effective data management across the organisation. This position is key to helping the Foundation operate efficiently and deliver high-quality support to its staff, partners, and community programmes.

Guidance and Authority:

The Administration Officer will report directly into the Deputy Chief Executive Officer.

Main Role and Responsibilities:

Handle and respond to general enquiries, providing excellent customer service to partners and participants. Maintain accurate records and manage data across internal systems and databases. Lead communication with coaches and parents for the Fans of the Futureproject, including contacting teams, confirming attendance, collecting data, and issuing welcome information and itineraries. Co-ordinate the onboarding process for new staff, casual workers, and volunteers - including requesting DBS checks, references, and ensuring new starter forms are completed. Assist with the preparation of reports, documentation, and monitoring information. Support financial processes, including processing monthly expense and timesheets. Ensure compliance with data protection and confidentiality policies. Contribute to the smooth and efficient day-to-day running of the Foundation's operations. Be a flexible member of the AFC Fylde Community Foundation team and when requested assist in supporting community projects and events, including occasional evenings and weekends.

Health and Safety:

Fully endorse, demonstrate, and carry out the Foundation's Hhealth and Ssafety policy. Comply with all group policies and statutory regulations relating to health and safety, safe working practices, hygiene, cleanliness, fire and COSHH. This will include your awareness of any specific hazards in your workplace and assist if required with the amending of risk assessments periodically. Have a full knowledge of procedures for evacuation with regards to fire safety. Identify and report maintenance requirements or hazards within the workplace and encourage any workforce to do the same to avoid injury.

Safeguarding:

The Foundation is committed to safeguarding the welfare of children, and young people, and vulnerable adults and expects all staff and volunteers to endorse this commitment. The employee must act to protect all young people and vulnerable adults that are in their care or attending the group's premises. The employee must report any misconduct or suspected misconduct to the Foundation's Designated Safeguarding Lead and Chief Executive Officer.

General:

Cooperate fully with colleagues and be flexible when assisting them in response to business needs of the Foundation. Ensure a positive commitment towards equality and diversity by treating others fairly and not committing any form of direct or indirect discrimination, victimisation, or harassment of any description and to promote positive working relations amongst employees and customers. The above job description is not intended to be exhaustive; the duties and responsibilities may therefore vary over time according to the changing needs of the group.

Person Specification:

All are deemed essential unless otherwise stated.

Qualifications & Experience:

Significant experience in an administrative or office support role. Experience using databases and maintaining accurate records. Experience handling financial processes such as expenses and timesheets. Experience handling HR tasks such as onboarding new staff and ensuring staff records are kept up to date. Qualification in Business Administration or related field (desirable). Qualification in Safeguarding (desirable). Experience working within a charity, education, or community-focused environment (desirable).

Knowledge & Skills:

Strong IT skills, including proficiency in Microsoft Office (Excel, Word, Outlook, SharePoint and Teams). Excellent organisational and time management skills, with the ability to prioritise workload. Attention to detail and accuracy in data entry and record keeping. Strong written and verbal communication skills. Understanding of data protection and confidentiality requirements. Knowledge of charity governance, funding, or monitoring processes (desirable). Knowledge of AFC Fylde Community Foundation programmes (desirable). Strong graphic design skills and ability to create promotional artwork (desirable).

Personal Qualities:

Friendly, professional, and approachable manner. Reliable, flexible, and able to work independently or as part of a team. Committed to the values and aims of the Community Foundation. Proactive and willing to take initiative to improve processes. High level of integrity and discretion when handling sensitive information. Committed to continuous professional development.

Job Review:

The job description will be reviewed periodically to take into account consider changes and developments in service requirements. Any changes will be discussed fully with the post holder in advance.

How To Apply

To formally apply, a C.V. (two pages maximum) and covering letter (two pages maximum) must be submitted via email to the Foundation's Deputy Chief Executive Officer, Brett Whitehead, at brett.whitehead@afcfylde.co.uk, by

Wednesday 26th November

,

17:00

. Please clearly outline within your application how you meet the Person Specification. Interviews will be held w/c 1st December. Please note that we do reserve the right to close this vacancy early, should we find a suitable candidate.

For any further information or to discuss the vacancy, please email brett.whitehead@afcfylde.co.uk

AFC Fylde Community Foundation is committed to adhering to safer recruitment practices. We ensure a thorough and transparent hiring process, and all successful candidates will be required to undergo an enhanced DBS check as part of our safeguarding procedures.

Job Types: Part-time, Fixed term contract
Contract length: 12 months

Pay: 24,000.00 per year

Expected hours: 15 - 22.5 per week

Benefits:

Childcare Company pension Free parking Health & wellbeing programme On-site gym On-site parking Sick pay
Work Location: In person

Application deadline: 26/11/2025