Job Description

Assistant Club Secretary

Location:

Rush Green Training Ground

Contract Type:

Full-time (Flexibility on working hours required)

Work Style:

Office-based with travel required

Salary:

Please include your salary expectations as part of your application

Purpose of the Role

We are seeking a proactive and detail-oriented

Assistant Club Secretary

to support the Club Secretary with all aspects of football administration, player registration, and matchday organisational and operational matters across the Men's First Team and U21s. The role will also provide administrative support to the Academy, with a view to developing the skills necessary to eventually provide full cover for football administration functions.

Position:

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Key Responsibilities

First Team Player Administration

Assist with preparation, recording, and submission of player contracts, transfers, and football agent documentation Support due diligence processes for GBE applications Assist with GBE applications, UK visa and immigration matters Maintain records of contractual and contingent payments Monitor FIFA Player Passport notifications and related payments

Academy Player Administration

Support the preparation and submission of scholarship offers and registrations Assist with FIFA Minor applications Submit international trialists on FIFA TMS and liaise with relevant departments Organise football administration meetings with Academy personnel Provide support for the Premier League's Five-Step Process

Premier League 2 / U21 Games Programme

Manage scheduling and administration of all U21 fixtures and competitions Attend relevant Premier League meetings and cascade key updates internally Lead pre- and post-match administration and operational planning for U21 fixtures Attend as lead for organisational and operational support for all home and away U21 matches

General Football Administration

Maintain player files and documents Manage internal and external communications related to international call-ups Use governing body platforms (e.g., iFAS, FIFA TMS) Ensure compliance with Premier League, FA, EFL, and UEFA regulations Provide support for First Team fixture preparations Assist both the Club and Academy Secretaries as required

Requirements:

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Person Specification

Education, Qualifications & Experience

Previous experience in football administration at a Premier League Club, governing body, or as Club Secretary at an EFL Club Strong working knowledge and experience of player registration, competition rules, FIFA and FA regulations Experience with matchday administration at First Team or U21 level

Skills & Abilities

High attention to detail and ability to perform under pressure Excellent communication skills, adaptable across stakeholder groups Strong organisational skills with ability to prioritise a varied workload Team player with strong relationship-building skills Professional integrity and ability to handle sensitive information Fully proficient in Microsoft Office and football administration platforms

Safeguarding Commitment

We're committed to safer recruitment and safeguarding children and adults at risk. This role is subject to enhanced DBS checks and reference


verification.

Other information:

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Benefits on offer

(may vary based on contract type and location)



25 days annual leave plus your birthday off Pension and life insurance Healthcare cash scheme Travel season ticket loan Cycle to work scheme Priority access to apply for match tickets Discounted season tickets Staff discounts in the club store, cafe and our official partners products and services Discounted gym membership and onsite fitness room facilities Family friendly leave policies Company Social events

EDI Statement

The successful candidate must demonstrate a strong commitment to equity, diversity, and inclusion, aligning with the organisation's business and tactical approach to eliminating barriers and addressing inequity. You agree to actively contribute to creating a discrimination-free and inclusive environment, ensuring equitable access to opportunities and benefits, while fostering a culture of dignity and respect that enables everyone to perform and achieve their potential.


Candidates must demonstrate their capability and willingness to uphold best practices and procedures, promoting lasting positive change while eliminating biases and barriers to attracting, achieving, and supporting talent from all communities, regardless of background, circumstances, or protected characteristics.

Safeguarding

The successful candidate must demonstrate a commitment to the safety and welfare of children, young people, and adults at risk of harm across all stakeholders. Everyone, including third parties who work with the Club or the West Ham Foundation, is responsible for ensuring the safety and well-being of vulnerable individuals. Successful candidates must undergo essential background checks before starting their employment, which may include screening of social media. The type of DBS check required will depend on the responsibilities of the position and may be basic, standard, or enhanced.


The successful candidate agrees to proactively identify and respond appropriately to any concerns, and follow the Club's Safeguarding reporting procedures to report allegations of abuse, poor practice, or anything that may impact the welfare of a child, young person, or adult at risk without delay, within 24 hours, or as otherwise directed by the Club's or the West Ham Foundation Safeguarding Team.

Applications:

To apply, please submit your application via our careers portal: https://www.careers.whufc.com


Deadline: 5pm Wednesday 5th November 2025


Please note: Due to the high volume of applications expected, only shortlisted candidates will be contacted.