Administrator Stirling, Scotland
Job description
Would you like to join a dynamic team with one of Scotland’s leading sports?
Salary £23,000 plus 6% pension (Full-time)
Scottish Swimming have an opportunity for an Administrator to provide support to the Aquatics team.
Based at University of Stirling campus, Scottish Swimming is one of the leading sports organisations in Scotland. This role will support the aquatics team on the successful implementation of our Aquatics plan.
For this role we are looking for someone with proven experience in an administrative role, who is great at juggling and prioritising a wide range of tasks and enjoys working in a fast-paced environment.
Key Functions:
- Support the Scottish Swimming Aquatics team by providing administrative support to our partnerships with Local Authorities, to include setting up of meetings, planning diaries, and keeping all paperwork organised and up to date
- Monitor and report on the aquatics budget, income and expenditure
- Provide support to the committees for each sport (Artistic Swimming, Diving, Masters, Open Water and Water Polo) as required, to include co-ordinating meetings, taking minutes when required and undertaking relevant follow-up actions
- Support club and people development projects including the volunteer development strategy and the young volunteers program and the tracking of funded coaches
- Full details can be found on the job description
In return you will be offered an attractive salary, including contributory pension, as well as being part of a supportive and enthusiastic team that aims to ensure that Scottish Swimming continues to lead the way within Scottish sport.
Scottish Swimming has a set of values that are visible on our website, ingrained in the business, and those we actively seek out in job candidates. We are dedicated to hiring people who can perform the tasks for which they are being recruited. All qualified applicants are encouraged to apply, regardless of any protected characteristics.
The Application Process
Applications should include a cover letter addressing your fit with the role and with Scottish Swimming, along with a full CV. Please note that links to Linked in or other external platforms will not be accepted as a substitute CV. To apply send your CV and cover letter by the closing date via email to [email protected]
For an informal discussion please contact Francesca Carlo, Services Manager on 07834 730578. For further information including the job description please see the attachments. For more information about Scottish Swimming please visit the Scottish Swimming website at www.scottishswimming.com
All applications will be acknowledged. Previous applicants need not apply.
Applications received after the closing date cannot be considered.
Closing Date: Thursday 8th June 2023 at midday
Interviews: Wednesday 21st June 2023
JOB DESCRIPTION
Job Title
Administrator - Aquatics
Team
Services
Office Base
Stirling Sport, University of Stirling, with the ability to work some days from home
Reports To
Services Manager
Key Internal Relationships
- Director of Aquatics
- Club Development Manager
- Aquatics Partnership Manager
- Discipline Development Manager
- Services Manager
Key External Relationships
- Framework Providers/Local Authorities/Leisure Trusts
- Sport Committee Groups
- Scottish Swimming volunteers
Job Purpose
To support Scottish Swimming’s Corporate Plan by ensuring effective administration and operational responsibilities relating to the Aquatics Team
General Purpose of the Role
This role primarily supports the Aquatics team within Scottish Swimming through providing administrative support focused on the successful implementation of the Scottish Swimming Aquatics Plan. More specifically, the “Administrator” role will work with the team across the four key areas of the plan – “More Swimmers”, Stronger Clubs”, “Supporting Athletes” and “Active Communities” – engaging with partners and stakeholders as part of this crucial support.
1. Support of Partnerships with Local Authorities/Leisure Trusts and Learn to Swim Providers
- To support the National Framework Partnership Meetings and review process – liaise with partners and internal staff to set up meetings with all the involved parties, ensuring dates are planned in across the year, and ensuring that all documentation is complete and filed
- To support the planning and organisation of two National Framework events per year
- To support and co-ordinate the selection of National Framework provider of the year
- To co-ordinate data capture from partners as per the requirements of the Aquatics Team
- To co-ordinate awards (certificates and digital) for National Framework providers by collating requirements from partners and distributing accordingly
- To co-ordinate access and monitoring of online learning platform “Hive” with National Framework partners
Monitor Budget, Income and Expenditure for the Aquatics Team
- To maintain up-to-date budgets, income, expenditure and reconciliation for the Education and Development Teams (More Swimmers, Stronger Clubs)
- To work closely with the Performance Executive Officer to ensure a consistent approach is applied
- To provide monthly summary reports for the team, highlighting any key features/highlights
Support our Sports and the Governance of our Sports Liaise with National Sports Committee (Artistic Swimming, Diving, Masters, Open Water and Water Polo) to provide assistance, as required, in the co-ordination of committee meetings including taking and subsequently publish minutes and undertake any follow-up actions, issue agendas, actions and related papers.
- To provide administrative support to the sports where required including;
- Develop, maintain and update Technical Official membership/ register for each Sport
- Update and maintain results/league tables on the SS website
- Co-ordinate centralised pool bookings for National Programmes and National Competitions
- Produce reports for sports where required
- Support the education team to manage sports content on Brightspace/ online learning platform modules
Club Development Support
- To provide administrative support to club and people development projects including; administering training courses, meetings and events and producing reports where required
- To provide support to the Young Volunteer Program, attending steering group meetings to take minutes when required, and support with the event organising and administration
- To support the Volunteer Development Strategy project, attending meetings to take minutes when required, and to support with the organisation of resources
- To co-ordinate the educational/development tracking of funded coaches by working with partners to consolidate information, producing reports for the Club Development Manager on a quarterly basis
- To co-ordinate data capture through surveys and spreadsheets as required for specific projects
Other Duties Support on projects with the Aquatics team as required
General
- Promote Scottish Swimming both within and outwith the work environment.
- Deliver Scottish Swimming customer care standards in the work environment.
- Attend, draft reports and contribute to Board, Council, Management and Staff Meetings as appropriate.
- Maintain knowledge of and adhere to the published Scottish Swimming policies as printed in the Staff Handbook.
- Maintain own personal development records and ensure that interim review and annual appraisal documentation is signed off and lodged according to company policy and timescale.
The above job description will be subject to annual review to reflect the needs of the Scottish Swimming and sportscotland corporate plans.
Person Profile
Essential Skills
- Experience at organizing, planning and prioritizing a busy workload in an office environment.
- Ability to handle multiple tasks and demonstrate effective time management skills
- Proven ability to be proactive and work with minimal direction and supervision.
- Strong interpersonal, teamwork and communication skills.
- A good knowledge of excel, with the ability to produce reports.
- Competent with Microsoft Office Products.
Desirable Skills
- Experience with working with both professional and voluntary staff.
SUPPORTING INFORMATION
INTRODUCTION
1.1 Scottish Swimming is the Governing Body for Swimming, Diving, High Diving, Masters Swimming, Open Water Swimming, Artistic Swimming and Water Polo. Swimming is a sport for everyone and we are committed to developing the sport in an inclusive, equitable and fair way.
Our Vision is: Everyone can Swim!
Our Mission is: To inspire our members and partners in the development of aquatics, providing leadership and expert support, resulting in more people taking part and reaching their full potential.
Our Strategic Objectives are:
- To increase the number of people of all ages and abilities participating in swimming for health, fitness and fun.
- To support and develop stronger, more sustainable clubs that will provide increased and quality opportunities for people to participate at all levels.
- To enhance the aquatic pathway, ensuring high performance results through effective athlete development and quality coaching.
2.0 OUR STRUCTURE
2.1 Scottish Swimming has a governance structure which includes a Council elected from our membership and headed by our President and a Board appointed on a skills base, led by our Chair. In addition, there are a number of committees including:
- Swimming
- Diving
- Water Polo
- Masters
- Open Water
- Artistic Swimming
- Technical Officials
- Editorial Board
- Audit & Risk
2.2 The organisation is structured in two departments: Aquatics and Services. The Director of Aquatics manages both Development and Performance and along with the CEO, Director of Services, Finance Manager and Head of Marketing make up the management team. The company currently employs 29 full-time and 3 part-timestaff. The current staffing structure is found within the application pack.
2.3 Scottish Swimming boasts a modern, forward-thinking culture. We engage with our team to develop our “way of working” including clear direction, flexibility, responsibility, teamwork and trust. Being creative, we can often deliver a superior service for our partners and customers while providing our staff with a flexible and rewarding experience. Overall, the culture reflects a warm and supportive but also challenging environment.
3.0 Our Members and Partners
3.1 Our membership
- We have circa 21,000 members including athletes, teachers, coaches, and volunteers
- We have 153 clubs which vary in size from 8 to 657 members
- We have 43 affiliated swim schools, which offer organised learn to swim opportunities and these vary in size from a small number to over 5,000 customers
- There are member clubs and swim schools across all parts of Scotland
Our partnerships
- Key partners include sportscotland, the Scottish Government, Local Authorities, Leisure Trusts, British Swimming, Commonwealth Games Scotland, and Scottish Disability Sport
- Critical to our sport are the partnerships with pool operators and owners
- Through strong partnerships, Scottish Swimming can support operators and members to maximise pool usage and ensure good links between Learn to swim and Club swimming.
4.0 CONDITIONS OF EMPLOYMENT
4.1 The successful candidate will have a base at our headquarters at Sports Facility, University of Stirling, Stirling, FK9 4LA.
4.2 The post is offered on a permanent contract.
- The Scottish Amateur Swimming Association Limited operates a full disciplinary procedure.
5.0 SALARY
Circa £23k plus 6% pension
6.0 ANNUAL LEAVE AND PUBLIC HOLIDAYS
The annual leave entitlement is 30 days (with 2 of these being mandatory at Christmas to allow the office to close between Christmas and New Year) plus 8 public holidays. Leave to be taken in agreement with the Services Manager.
7.0 SCOTTISH SWIMMING HEADQUARTERS
Scottish Swimming’s headquarters is based at the Sports Facility on the University of Stirling campus, 45 minutes north of both Edinburgh and Glasgow by road. The University is Scotland’s University of Sporting Excellence and is also home to the sportscotland Scottish Institute of Sport, Commonwealth Games Scotland offices, a number of other governing bodies and national training facilities.
Job Types: Full-time, Permanent
Salary: £23,000.00 per year
Benefits:
- Company pension
- On-site parking
Schedule:
- Monday to Friday
Work Location: Hybrid remote in Stirling
Application deadline: 08/06/2023
