Academy Recruitment and Transport Administrator

Salary: Please state your expectations within your application

Contract: Full Time, 42 hours a week

Location: The Nigel Doughty Academy, Nottingham, NG2 7SR

Department: Academy Operations

Reporting to: Academy Operations Manager

Closing Date For Applications: 13th April 2026

About the Role:

As an Academy Recruitment and Transport Administrator, you will play a pivotal role in ensuring the smooth and efficient movement of our Academy players, staff, and guests. You will manage our daily transport schedules, oversee vehicle maintenance, and coordinate logistics relating to both domestic and international trips. The role will also provide administrative support to the Academy Recruitment and Talent Identification department in the delivery of all the daily administration of the Recruitment Department. The role will ensure all trialist registrations are completed in full compliance with PLYD rules.

The Perks of the Job:

• Opportunity to access tickets for events at The City Ground.

• Employee Assistance Programme.

• Access to high street and gym discounts.

• Discount within our Club shop.

• Free on-site parking.

Key Tasks and Responsibilities:

• Managing and coordinating our daily, weekly and monthly transport schedules/arrangements for Academy players, staff, and visitors.

• Ensuring compliance with transport and driving regulations, including but not limited to driver working hours.

• Oversee the Academy vehicles ensuring they are clean, well-maintained, and legally compliant to be on the road.

• Organising travel arrangements for domestic and international tours, training camps, and tournaments for Academy players and staff.

• Implement, monitor and review the Academy Transport Policy for the booking and upkeep of Academy vehicles.

• Liaise with club staff for the allocation of club drivers.

• Liaise with club staff for the booking of players travel as per contractual obligations.

• Liaising with Academy staff to ensure all player travel needs are met in a professional and timely manner.

• Keeping accurate records of all transport arrangements and ensuring compliance with club policies.

• Maintain accurate transport records and ensure compliance with club policies.

• Manage invoice processing for players and their families in a timely manner ensuring financial accuracy on all claims.

• Oversee the day-to-day operations of the driver team.

• Ensure the completion and filling of all domestic and international trialist paperwork.

• Ensure the completion and filing of all Academy player registrations.

• Lead on the operational requirements for all trialists, which may include the booking of hotels, transport and the production of itineraries.

• Ensure all elements of the Football iP system is up to date and correct for the Talent ID and Recruitment department.

• Asist in providing a meet and greet service for triallists, prospective signings, and their families.

• Participate and contribute to the Academy Recruitment Team meetings to ensure compliance with our departmental and Academy strategy.

• To represent the Talent ID and Recruitment department at relevant multi-disciplinary team meetings.

• To create successful and professional relationships with players and staff whilst maintaining professional distance from playing staff at all times.

• To act, at all times, in a manner appropriate to a representative of Nottingham Forest FC

• Keep up to date with knowledge of current legislation and policies, communicating key changes to staff as appropriate. All staff are responsible for the wellbeing and safeguarding of children and vulnerable adults on all Club sites. If you have a concern or witness a Safeguarding matter, you must report it to the department’s Designated Safeguarding Officer (DSO) or the Club’s Lead DSO or Senior Safeguarding Manager. If It’s an emergency, you are to call the relevant emergency service such as Police or CAMHS. The welfare of young people and adults at risk is paramount within our Club and the safeguarding of all children, adults, staff, and visitors is everyone’s responsibility. All staff have a responsibility to act on a suspicion or disclosure that may suggest a young person or adult is at risk of harm. All staff are expected to familiarise themselves with the Club’s HR and Safeguarding policies and procedures including the Safeguarding team and how to report a concern.

What are we looking for:

• FA Safeguarding Children.

• FA CRB Enhanced Disclosure.

• Degree or equivalent qualification, or equivalent relevant professional training or experience.

• Experience of working with football regulations.

• Experience working within an elite playing environment.

• Experience of organising trips, tours and tournaments, both nationally and internationally.

• Knowledge of the Player Performance Pathway (EPPP).

• Drive to achieve deadlines, organise and prioritise workload effectively, and continually review ways of working to improve efficiency and effectiveness.

• Demonstrable skills and abilities in a PA / administration capacity.

• Good verbal and written communication skills and be able to understand and explain matters arising in own area of work.

• Excellent interpersonal skills, with people of all ages and backgrounds, able to maintain confidentiality, and act with tact and diplomacy.

• Willingness and flexibility to deal with urgent changes / demands, whilst maintaining existing workload.

• Excellent IT skills including the MS Office, intranets, web and Outlook.

• Experience in health and safety duties and responsibilities appropriate to the post.

• Flair for building internal and external networks, productive relationships to share information and ideas and improve working practices.

• Skill at handling difficult situations and confidential matters according to policy and procedures, referring to others where necessary and appropriate.

Forest For Everyone

We aim to create a culture which embraces and celebrates our differences, enables individuals to feel comfortable, maximise their potential and eliminate discrimination.

Nottingham Forest Football Club is an equal opportunities employer and welcomes applications from all suitably qualified persons, regardless of age, disability, gender, gender reassignment, marital / civil partnership status, pregnancy / maternity leave, race, religion/belief, sexual orientation, or any other legally protected characteristic.

Nottingham Forest Football Club is a signatory of the FA’s Football Leadership Diversity Code. We are committed to developing policies to promote equal opportunities and diversity within our workforce. To monitor our progress against these commitments, we require all applicants to provide accurate diversity data during the application process.

Disability Confident Committed Employer

We are a Disability Confident Committed employer.  We encourage applications from people with disabilities and long-term health conditions.  If you need disability-related adjustments to the recruitment process, please indicate this in your application.

If you are likely to meet the definition of being a "disabled person" according to the Equality Act 2010, you may be eligible to apply for an interview via the Disability Confident Scheme - please indicate this in your application form below.  The information you share with us about your health or disability will not be used in recruitment selections.

Our Commitment to Equality, Diversity & Inclusion

Nottingham Forest Football Club is an equal opportunities employer and welcomes applications from all suitably qualified persons, regardless of age, disability, gender, gender reassignment, marital / civil partnership status, pregnancy / maternity leave, race, religion/belief, sexual orientation, or any other legally protected characteristic.

Nottingham Forest are committed to developing policies to promote equal opportunities and diversity within our workforce. To monitor our progress against these commitments, we require all applicants to provide accurate diversity data during the application process.

Our Commitment to Safeguarding

As part of the Club’s commitment to safeguarding, the successful applicant may be required to undergo a Disclosure Barring Service (“DBS”) check or an enhanced DBS check. The results of a DBS check will be considered on an individual basis, and the Club will act in a proportionate manner when deciding whether or not to proceed with the appointment.

An FA Enhanced DBS disclosure is required for all relevant new appointments to the Club. Individuals will be asked to declare any convictions, cautions or reprimands, warnings or bind-overs that may have been incurred. The Club reserves the right to carry out risk assessments where content has been disclosed on a DBS disclosure if it feels that it is relevant to the job requirements. Failure to satisfy the Club and the PL's safeguarding requirements may lead to the job offer being withdrawn or, if they have already started employment, summary termination of the employment.