Team Co-ordinator

7 months ago

Wembley Stadium, United Kingdom The Football Association Full time

We are looking for a Team Co-ordinator to join our Wembley Stadium division to provide support during an especially busy and exciting events season at our iconic venue.
- This role provides proactive and efficient administrative support to the following teams within the Wembley Stadium Operations Division:

- The Health, Safety & Wellbeing Team,
- The External Operations Team.
- The purpose of this role is to ensure that the above teams receive the correct level of administrative support to meet their objectives for both major bowl events held at Wembley Stadium, and also for business-as-usual activities.
- This role will be based at Wembley National Stadium and may involve event-day responsibilities, this will require flexibility in working arrangements. While The FA offers hybrid working, the demands of this role will require primarily on-site working at Wembley Stadium.

**About the Team**
- Looking after our world-class venues, these teams are in charge of making sure everything is safe and operationally ready. From day-to-day maintenance and perfecting pitches for matches to overseeing world-class music concerts, flagship NFL events and facilities upgrades, they're custodians of English football's two national homes.

**What will you be doing?**
- General responsibilities for both teams will include:

- Arranging meetings with accurate and efficient minute taking where required.
- Monitoring incoming and outgoing communications and actioning tasks as required from shared mailboxes and calendars.
- Raising and receipting Purchase Orders, working with the internal finance team and with external suppliers to minimise discrepancies and ensure accuracy.
- Maintaining accurate documentation, including compliance documentation that is shared with external authorities.
- Ordering uniform, personal protective equipment and other items, including logging and tracking such items where required.
- Develop, enhance & maintain the departmental filing systems (electronic and physical) and update template documents as required.
- Support departmental projects on an ad hoc basis.
- Booking event-day staff and ensuring the event-day accreditation process is followed.
- Responsibilities specific to the Health and Safety Team will include:

- Compiling quarterly reports on health, safety and wellbeing matters to ensure all levels of the business are kept informed of current performance.
- Updating policies and procedures where required and ensuring that internal H&S resources are up-to-date and effective.
- Administering the H&S incident reporting app, assigning tasks and following up to enable efficient resolution.
- Working with internal and external stakeholders to ensure timely updates to records such as the H&S Training Matrix, Risk Register and Legal Compliance Register.
- Assisting with internal and external audits of the health and safety management system including scheduling and the provision of documents where required.
- Arranging and facilitating courses for of health, safety and wellbeing training.
- Acting as a conduit with internal and external partners on matters of occupational health, including arranging assessments, ordering and tracking specialist equipment and following up on assessments to ensure a satisfactory resolution.
- Responsibilities specific to the External Operations Team will include:

- Provide the External Ops team with administrative support
- Attend external operations meetings as required supporting the EOMs producing minutes and action points
- Administer department purchase orders and coordinate efficient contractor payments
- Coordinate both event day and non-event day parking, manage queries and requests and liaise with parking contractor
- Coordinate Wembley Resident & Business associations meetings and liaison
- Coordinate and maintain Ext ops contractor H&S documentation
- Maintain the Zone Ex Coordination Room is operational & effective for event day delivery
- Managing the accreditation process for Ext Ops dept
- Manage the vehicle and pedestrian access process for both event and non-event day
- Support event day operations as required
- Execute additional tasks as required in order to meet the stadium and FA group priorities.
- Deputise for other members of the H&S or External Operations Teams as required.
- Provide direction and/or assistance on matters of H&S or External Operations to the wider FA business where required.
- Any other reasonable additional tasks.
- Comply with all company policies and procedures to ensure the highest standards of health, safety and wellbeing can be maintained.
- As part of The FA's commitment to ensuring a safe environment for everyone in football, every employee will be required to complete a DBS check. The level of the check required will be based on the activity of the specific job role and in line with legislation and government guidance.

**What are we looking for?**
- Essential for the role:

- Experience of providing administrative

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