SMO Departmental Administrator

Licensed sponsor Stadium Full-time Posted 5 hours ago

Who We Are

Founded in 1882, Tottenham Hotspur is an iconic English football club, playing in the Premier League and Women’s Super League. From North London to the world, our fanbase spans continents, cultures, and generations. Spurs is a club that’s always dared to push boundaries, breaking new ground and rewriting history.

We are at our brightest when we’re all together. Our club, our teams, our community. We are entering a new era at Tottenham with a new club strategy, new leadership, and a focus on putting our fans at the heart of everything we do as we continue to strengthen our connection with our DNA, our home, and each other.

We’re at our brightest when we’re all together. Our Club, our teams, our community.

Role Purpose

The Department Administrator provides comprehensive administrative and coordination support to the Stadium Operations Department, helping to ensure the efficient day-to-day operation of the department and the successful planning and delivery of events across the stadium and wider campus.

The role acts as a central point of coordination for the Operations team, providing support across departmental administration, meetings, documentation, financial processes, procurement, scheduling and event planning. The postholder will maintain accurate records, coordinate meetings and actions, assist with purchase orders and invoice management, support budget tracking, and ensure key operational information is appropriately recorded, distributed and stored.

Working closely with Stadium Operations colleagues and other internal departments, the Department Administrator will support the preparation and coordination of operational documentation for football matches and a diverse programme of major events, including concerts, NFL, boxing and other third-party events.

The role requires a highly organised and proactive individual who can manage multiple priorities, work to tight deadlines and maintain a high level of accuracy and confidentiality within a fast-paced stadium environment. The postholder will play an important role in ensuring the Stadium Operations Department remains organised, responsive and well coordinated, enabling the wider team to deliver safe, efficient and exceptional stadium operations and events.

Key Responsibilities

Act as a liaison/ Co-ordinator between departmental senior managers, other club departments, suppliers, and internal teams; Handling confidential correspondence, fielding calls, and acting as a key point of contact
Manage internal communications/ debriefs and prepare reports/presentations for senior management
Track data (performance, compliance, finance etc.), including departmental and event budgets, process invoices/expenses, monitor expenditure, and report on financial performance
Handling emails, calendars and correspondence on behalf of the Stadium Director and departmental senior managers
Raise and receipt requisitions/ purchase orders on behalf of department senior managers
Manage the SMO welfare spaces and conduct housekeeping audits of head office locations
Arranging logistics, preparing agendas, drafting minutes, and tracking actions for meetings, team events, and internal/external engagements
Organising meetings, appointments, and coordinating diaries of ‘Heads of’ within the department
Support departmental staff with travel logistics, recruitment, onboarding, training, appraisals, and performance issues
Develop and maintain administrative and filing systems (digital/hard copy)
Central point of contact for internal communication, supporting all Stadium Management processes, and implementing/ maintaining administrative systems
Implement H&S policies, ensure data protection, support HR admin, and manage staff records/access
Undertaking specific projects, conducting research, preparing briefings, and managing workflows
Support other departmental systems, such as Venue Aware & 24/7 software, to provide additional operational resilience where required
Manage the ordering of supplies, replacement items, uniform updates, and equipment
Assist with departmental supplier retendering exercises

Person Specification

Qualifications & Training

Recognised qualification in business administration/ Management
Office Management Diploma or Certified Administrative Professional (CAP)- Desirable

Skills & Experience

Communication: Excellent verbal and written communication skills to interact professionally with staff, senior leadership, and external partners
Technical Literacy: Strong proficiency in the Microsoft Office Suite, cloud-based collaboration tools, and basic database or accounting software
Organisation: Superior time-management, multitasking, and prioritization abilities to keep daily operations running efficiently.
Compliance Awareness: A working familiarity with basic HR processes, financial administration, and data protection or employment regulations

Personal Attributes

Excellent communication (written/ verbal) and interpersonal skills.
Thinks ahead, generates innovative ideas
Values & respects others, builds relationships, collaborates
Gets things done, delivers to highest of standards, takes responsibility
Logical and methodical, with an exceptional attention to detail
Self-driven, “Can do” attitude
Excellent communication (written/ verbal) and interpersonal skills

Safeguarding & Recruitment Statement

Safeguarding is fundamental to the success in all that we do. The Club follows a Safer Recruitment process for all roles. Successful candidates are to be reminded they would be subject to proportionate background, DBS and reference checks as required for this role.

We welcome applications from anyone regardless of age, disability, gender, race, or ethnic and national origins, religion or belief, or sexual orientation.

Reasonable Adjustments

We are committed to providing an inclusive and accessible recruitment process and will make reasonable adjustments at any stage of the application or interview process to support candidates with disabilities or specific needs. Please let us know if you require any adjustments so that we can ensure you have a fair and positive experience.

Please note that we reserve the right to close this vacancy early should we receive a high volume of applications or due to business needs, so early applications are encouraged.