Job Description

Job Title:Sports Administrator

Dept. / School / Inst. Queen Mary Students Union

Reports to: Sports Development Manager

Job Context

QMSU Sport is made up of Qmotion, our health and Fitness Centre, Club Sport, our competitive sports programme, Get Active and Sports Leagues our recreational sport programme,CommunitySport, which allows students to deliver sport within the local community and the Elite Athlete programme which supports high performing student athletes. These are services are provided principally for students at Queen Mary university of London (QMUL), in support of the charitable aims and objectives of the Union, implement its mission ‘to improve students’ lives’ and strategic plan.

This role will be focused on the Club Sport aspect of sport with support to QMSU Get Active, Sports Leagues and the Elite Athlete programme. The role also includes duty manager shifts within the Qmotion gym, working within the sports office and completing all relevant administration tasks.

Job Purpose

To ensure the effective administration and smooth running of Club Sport, in particular coordinating the BUCS/LUSL sporting programme, and to provide support to the sports clubs to ensure their smooth and effective operation.

To ensure the effective administration of Get Active, including the creation of web events and tickets, co-ordinating the intramural leagues, processing referees and coach payments whilst completing weekly/Monthly/Semester figure updates and reports.

To act as Duty Manager once a week at Qmotion Health and Fitness Centre.

Main Duties and Responsibilities

To act as the first point of contact for all Club Sport enquiries at Qmotion Health and Fitness Centre, and to pass on to the relevant people where applicable.

To ensure the administrative tasks required to host and participate in the BUCS and LUSL programme are undertaken, including:

  • Arranging fixture dates/Entering teams into BUCS events/completing all club competition entries/Booking facilities/Arranging transport for teams to away games/ Affiliation to NGBs/Ensuring that sports clubs are aware of their responsibilities in fulfilling BUCS requirements/Liaising with the other areas of Sport and Fitness and the Students’ Union when required/Overseeing BUCS expenditure and ensuring it remains within budget/Supporting sports clubs to ensure they undertake all the necessary planning and procedures in relation to club development, budgeting, applying for sponsorship and grants, events and electing their committee/being first point of call for other universities on match days/provide administrative support the QMSU Elite athlete programme/attend all relevant NGB events.
  • To provide administration support to the Sports Committee, ensuring agendas are set and meetings are carried out in a professional and organised manner.

To complete the necessary administration tasks required for Get Active including;

  • The creation of web events and tickets, co-ordinating the intramural leagues, processing referees and coach payments whilst completing weekly/Monthly/Semester figure updates and reports
  • Work alongside colleagues to ensure the health and safety of student sports and that all procedures are adhered to e.g. risk assessments and trip registration completed.

Ensure the Get Active and Club Sport areas of the website are kept up to date.

Undertake such other tasks as may be necessary in order to achieve the objectives of Sport and Fitness here at QMUL.

Supporting colleagues to encourage and develop sport in the local community.

Provide support and administration on QMSU Sport events such as Sports Awards Dinner and Merger Cup.

Administrative support to management staff and heads of organisations where appropriate.

Additional Information

Grade: 2

Appointment period: 35 hours per week

Current Location: Mile End Campus (Qmotion Building)

Person Specification

This table lists the essential and desirable requirements needed in order to perform the job effectively. Candidates will be shortlisted based on the extent to which they meet these requirements.

Requirements / Essential / Desirable
Qualifications / BA or BSC postgraduate degree / Desirable
GCSE Maths & English A-C / Essential
Knowledge, Skills and Experience / Experience of keeping accurate records and filing systems / Essential
Experience of handling money and working to set financial procedures / Essential
Working knowledge of health and safety / Essential
Excellent administrative and organisational skills / Essential
Excellent verbal and written communication skills / Essential
Self-motivated and able to work as part of a team and independently / Essential
Excellent interpersonal skills and the ability to deal effectively with a wide range of people, including students, members of staff and the wider community. / Essential
Ability to work calmly under pressure and meet deadlines / Essential
Ability to prioritise, problem-solve, manage a heavy workload and take an adaptable, flexible approach to work. / Essential
Excellent time management skills / Essential
Be computer literate, including good knowledge of the Microsoft Office Suite; particularly Outlook and Excel / Essential
Ability to understand and comply with requirements regarding the Data Protection Act / Essential
Ability to write brief work reports and pass on progress to others / Essential
Organised with the ability to ensure good records are kept / Essential
Enthusiastic and energetic / Essential
Commitment to working for the welfare of students and for a democratic organisation / Essential
Commitment to the principles of equal opportunities / Essential
Approachable nature with the ability to relate to a range of people from diverse backgrounds / Essential
Trustworthy, reliable, and flexible with good attention to detail and demonstrable integrity / Essential
Commitment to providing excellent customer service, even when under pressure / Essential
Willingness to work early mornings, evenings and weekends where required / Essential
Willingness to occasionally work long shifts and at different sites where required / Essential
Experience of working in a sporting environment; paid or unpaid / Desirable
Experience of coordinating sporting fixtures (split this and the one below) / Desirable
A working knowledge of British Universities and College Sport procedures / Desirable
Experience of planning or delivering training/information workshops / Desirable
Experience of website management and editing / Desirable

E – Essential: Requirements without which the job could not be done.

D – Desirable: Requirements that would enable the candidate to perform the job well.