Job Description – Operations Executive  

Overall Purpose

Sevenoaks Rugby Club is seeking an enthusiastic, proactive, and organised Operations Executive to support the day-to-day administration, coordination, and operational delivery of the club’s rugby, commercial, and media activity.

This role is a vital part of the club’s operational structure, providing high-quality administrative and operational support across commercial partnerships, sponsorship delivery, rugby programme operations, match-day activity, and club communication. The primary goal is to help ensure a professional, well-organised, and high-performing environment across the club.


Context

Sevenoaks Rugby Club is a large and ambitious community rugby club, delivering rugby across Mini, Youth, Academy, Senior Women’s, and Senior Men’s sections.

The Senior Men’s programme operates as one unified squad across three senior teams competing at Regional 1, Counties 1, and Counties 3 level.

Alongside the rugby programme, the club delivers a busy calendar of commercial partnerships, sponsorship activity, events, communication, and community engagement initiatives throughout the year.


The Opportunity

This is an exciting opportunity for an enthusiastic and organised individual looking to develop experience within rugby operations, sports administration, commercial coordination, and club management within an ambitious and growing rugby club environment.

 

Reporting & Accountability

Reports To: Director of Rugby & Commercial

Key Working Relationships: Committee members, wider rugby management team, coaching staff, medical staff, Clubhouse & Bar Manager, commercial partners, and volunteers.

 

Responsibilities

Sponsorship & Commercial Administration

  • Sponsorship Administration & Activation: Support the activation and delivery of sponsorship agreements, ensuring partners receive strong visibility, engagement, and contracted deliverables in a professional and timely manner.

  • Invoicing: Support the administration and coordination of sponsorship & commercial event invoicing and commercial payment tracking.

  • Marketing Coordination: Coordinate sponsor-related marketing materials, including banners, posters, website media, social media assets, newsletter content, and matchday programme content.

  • Event Administration & Coordination: Support the administration, communication, promotion, and coordination of sponsor and club events throughout the season, working closely alongside the Clubhouse & Bar Manager who will lead hospitality operations and event delivery.

  • Club Shop Administration: Support the administration of the Club Shop, including stock management, stock takes, deliveries, and checking stock in.

  • Relationship Management: Help maintain strong and positive relationships with sponsors, commercial partners, and key stakeholders.

  • Customer Service: Provide first-class communication and support to sponsors, partners, and visitors to the club.

 

Rugby Operations & Programme Support

  • Programme Operations Support: Provide high-quality operational and administrative support to the Director of Rugby and wider rugby management team across Senior Men’s, Women’s, Academy, Youth, and Mini rugby programmes.

  • Player & Squad Administration: Support the day-to-day administration and operational coordination of the Senior Men’s rugby programme, including player logistics, availability tracking, squad communications, Individual Development Plans (IDPs), feedback meetings, Player of the Month awards, and travel expense administration.

  • Opposition & Match-Day Liaison: Act as a key operational contact for opposition clubs ahead of fixtures, coordinating pre-match logistics, timings, hospitality arrangements, and operational requirements to support smooth fixture delivery.

  • Match-Day Operations: Support the planning, preparation, coordination, and delivery of Senior Men’s match-day operations, including management and distribution of match-day schedules and operational communications for coaching, medical, performance, and support staff, alongside fixture timings, logistics, setup, and customer service standards.

  • Fixture Attendance & Operational Support: Provide consistent on-site operational support for Senior Men’s 1st XV home and away fixtures throughout the season, supporting players, staff, and match-day delivery requirements.

  • Travel & Logistics Coordination: Liaise with coach and transport providers to organise, confirm, and manage travel arrangements and logistics for away fixtures.

  • GMS & Compliance Administration: Support the completion and administration of all RFU Game Management System (GMS) requirements pre- and post-fixture across all Senior Men’s XVs, ensuring accuracy and compliance.

  • Environment & Facility Standards: Assist in maintaining high professional standards across training and match-day environments, including changing room preparation, setup, presentation, and post-match pack down across all Senior Men’s XVs.

  • Playing Kit & Equipment Preparation: Support the preparation, organisation, transportation, and oversight of match-day playing kit, training kit, training equipment, and operational rugby supplies across all Senior Men’s XVs for both training and fixtures.

  • Equipment Management: Ensure rugby equipment and operational supplies — including pads, match balls, hydration equipment, medical supplies, kicking tees, and related items — are prepared, available, maintained, and returned appropriately.

  • Stash, Kit & Inventory Management: Assist with the administration, organisation, distribution, stock control, and inventory management of playing kit, training kit, stash, rugby equipment, and operational supplies across Senior Men’s, Women’s, Academy, Youth, and Mini rugby.

  • Performance Analysis Support: Assist with the setup, operation, and pack down of video analysis equipment, including towers, cameras, and associated technology, to support coaching and performance analysis requirements.

 

Club Communication, Media & Content Creation

  • Communication & Content Support: Support club-wide communication across newsletters, website updates, social media, events, and promotional activity, including assisting with graphics, digital media, and content creation.

  • Content Coordination: Assist with the coordination and delivery of club-wide communication and promotional content across the club’s platforms and channels.

  • 1st XV Match-Day Programme: Coordinate the creation and delivery of the Senior Men’s 1st XV match-day programme, including gathering content, coordinating contributors, and managing the print process.

  • Brand Standards: Help ensure club branding and communication remain professional, aligned, and consistent across all platforms.

 

Essential Skills & Experience

  • Work Ethic & Attitude: A proactive and enthusiastic individual with a strong work ethic and willingness to contribute across multiple areas of the club.

  • Organisation: Exceptional organisational, administration, and time-management skills.

  • Communication: Excellent communication and interpersonal skills, with the ability to build positive working relationships.

  • Reliability: High standards of professionalism, reliability, and attention to detail.

  • Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), alongside Google Workspace platforms including Google Sheets, Google Forms, and Google Docs.

  • Teamwork: A positive team player who thrives within a collaborative environment.

 

Desirable Skills & Experience

  • Previous experience within commercial administration, sports operations, or rugby team management.

  • Experience working within a sports club or similar environment.

  • An understanding of rugby union and community sport structures.

  • Basic understanding of marketing and social media management.

  • Experience using Canva or similar design platforms is desirable.

 

Remuneration

A competitive salary is available for this position and will be discussed during the interview process.

 

Confidentiality

We understand that some applicants may currently be affiliated with other clubs or organisations. This recruitment process will be handled with the utmost discretion to respect the confidentiality of all applicants.

 

How to Apply

If you are interested in applying for this position, please contact Adam Bowman, Director of Rugby & Commercial.

Email: coachajbowman@gmail.com