Head of Football Operations

Job Title : Head of Football Operations

Place of Work : Training Centre St Andrews and Tannadice Park

Status : Full Time, Permanent 5 days out of 7, with every matchday required, which includes regular evening and weekend work

Salary : Competitive

Reporting to : Chief Executive Officer

Key Relationships : Board of Directors, Senior Leadership team, Finance Director, Head of HR, Head of Player care, all professional squad members and football department staff

Start Date : Immediate start following completion of PVG.

Purpose:

The successful candidate will oversee and manage the smooth running of all football administration as well as the day to day running of our Training centre based at St Andrews.

Role Responsibilities and Duties: 

The following Services and person specification will be necessary: 

Training Centre Management

• To oversee the Football Operations Department and ensure the smooth day to day running of the club's training facilities.

• Ensure that the facilities are properly equipped with the required provisions to enable all staff and players to complete their roles effectively.

• Liaise with our Training Centre partner highlighting any maintenance/facility management issues in a timely manner.

• Communicate the training schedule and venue usage with the relevant support teams within the club including all football backroom staff, cleaning, and security when applicable.

• Collaboration with the Club Media Team regarding relevant press releases and announcements.

• Manage budgets related to football operations & player catering in collaboration with budgets set by the Finance Director.

• Line manager responsibilities to the Club Chef, Equipment Manager & Head of Player care.

Matchday Operations

• Responsibility for match day preparations including referee/officials, hospitality, travel, kit colours and staff ticket requests.

• Undertake a lead role in pre-operational meetings and football administration meetings.

• Ensure that the first team fixture line ups are checked and submitted in accordance with competition deadlines.

• Undertake the lead role in pre-match arrangements of the first team including the provision of pre-match meals, overnight accommodation, travel and all other associated logistics. Whilst undertaking the responsibility of ensuring that the costs are within the set financial budget through effective liaison with the Finance Director.

• Lead all communication with the Football department staff using the club’s bespoke communications platform.

• Attendance at all first team matches

• Ensure fixture planning and match arrangements are made to the relevant competition authorities.

• Liaison with away clubs for home and away fixtures and fixture confirmation.

• Ensuring player eligibility at the first team and overseeing eligibility criteria at the development and academy level.

• Supporting the first team manager and assistant manager with administration and operational duties.

• Ensure post-match Player activity relating to Media and Commercial requirements are adhered to.

Administration and Compliance

• Managing player contracts and relevant registration documentation for 1st Team, Women’s and Academy. Ensuring timely communication in relation to key deadlines and fixtures within the club.

• Processing player expense claims and player relocation expense claims, in accordance with the club’s policy.

• Completion of the administrative responsibilities of player signings including temporary/permanent transfers and player contracts.

• Updating the player appearance rota.

• Completion and monitoring of the work permit processes for players.

• Undertake the role of nominated club user for the SFA Registration Portal and FIFA Transfer Matching System (TMS) ensuring updates are recorded when necessary.

• Having a knowledge of UEFA Club Licensing procedures, SFA, SPFL and club rules and regulations ensuring the clubs compliance through the completion of relevant audit documentation.

• Working knowledge of UEFA TIME platform for potential participation in UEFA Club competition, specifically in relation to the stadium passport and player registration procedures.

• On behalf of the Club complete and submit the annual official return to the SFA as well as additional regulatory submissions prior to the start of each season.

• Effective collaboration with legal partners of the club to ensure the club is compliant with all football rules and regulations.

• Creation of player bios, with relevant supporting information and playing clips for the purposes of loan/transfer circulars.

• Ensuring the management of the first teams’ contractual changes and relevant milestones, and timely recording and transfer of information to HR and Payroll.

• Collaborate with the CEO and First Team Manager to plan, and prepare logistics for pre-season schedules and overseas training camps.

• Regular correspondence with the finance team in relation to approval of invoices and raising any disputes/discrepancies with suppliers.

• Provide Bi-weekly submissions to the UK Anti-doping agency regarding team whereabouts, manage logistics for anti-doping visits as they occur.

• Monitoring and recording player eligibility for all competitions. 

• Preparing and maintaining player contracts, registrations, loan agreements and transfer documentation for the first team players, in compliance with all regulatory guidance. In addition, to being a contact for players and agents for contractual enquiries. 

• Undertake a lead role in football disciplinary matters including suspensions, appeals, notice of complaints and other relevant incidents.

• Ensure compliance with the obligations of the first team, its participation in SPFL, Scottish FA and SPFL Cup Competitions and SFA Performance Academy Programme.

• Ensure adherence with all applicable club policies including health and safety, child protection, social media and all other policies relevant to the role.

• Any other duties as reasonably requested by a member of the senior management staff.

• Maintain and develop collaborative working relationships with partnership organisations.

• Undertake relevant administrative duties required including data recording, filing and email communication.

• Regular liaison with the finance team in relation to player transfer fees, agent commissions, levies, training compensation and solidarity contributions.

Person Specification

Knowledge, Skills and Experience (Essential):

• Experience of working in an operational and/or administrative role within football or private/public sector organisation.

• Knowledge and working practice of the FIFA TMS system.

• High attention to detail and accuracy.

• Ability to lead, organise, prioritise and meet deadlines.

• Full UK Drivers Licence.

• PVG to be complete prior to appointment start date.

• Child Wellbeing & Protection eLearning and Safeguarding training.

Knowledge, Skills and Experience (Desirable):

• Working knowledge of Scottish FA COMET system.

• Knowledge of FIFA, UEFA, SFA and SPFL rules and regulations.

• Previous experience of SFA Club Licencing and Club Academy Scotland auditing processes.

Application Details

To apply, please send your CV and covering letter to vacancies@dundeeunitedfc.co.uk, or upload your CV via our website link.

Closing date for applications is 18th March 2025 at 5pm.

This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and may be amended in light of changing Club requirements.

Dundee United FC is committed to ensuring equal opportunities are given to all and welcomes applications from all areas of the community regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief, marriage and civil partnerships.