Coaching Administrator

Department:

Xcite Coaching Team

Reports to

Sports Development Manager

Contacts:

Internal: Xcite Coaching Team

External: Customers & Stakeholders

Based at:

Head Office

Xcite West Lothian Leisure (Xcite) is a Community Benefit Organisation, a registered Scottish charity.  It is at the heart of the West Lothian community, helping people to improve their wellbeing and make healthy lifestyle choices.  We care passionately about the service we provide to the people who live, work and visit West Lothian. As a valued organisation that understands, cares about and engages with its community, we are the delivery partner of choice for West Lothian organisations responsible for improving people’s lives through sport, health and physical activity, outdoor education and culture.

Your role is to provide clerical support to the Sports Development Manager    

Administrative Support:

• Undertake general clerical & administrative duties, including data entry, word processing, minute taking & filing.
• Provide administrative assistance to support the delivery of coaching, teaching programs.
• Manage and maintain facility program booking sheets to ensure accuracy and availability.
• Assist with HR tasks, including recording and processing time and attendance information.
• Prepare and submit regular reports to the management team, ensuring timely and accurate information.
• Provide clerical support at meetings, including minute-taking and document distribution.

Customer Service:

• Deliver outstanding customer service by responding to inquiries and resolving issues promptly.
• Manage the email inbox, directing inquiries to appropriate venues or departments.
• Provide reception, telephone, and sales services as required.

Coaching Program Support:

• Support the coaching team in the delivery of programs, camps, and any increase in programming.
• Assist with the coordination of the annual coaching program calendar & marketing plan to attract new customers.
• Review customer feedback to identify areas for improvement & implement actions to enhance coaching standards.
• Co-ordinate with on-site management teams to organize academy holiday programs.

Partnership and Development:

• Build strong and effective relationships with external partners, including NGBs, Sports Scotland, local sports clubs, and funded programs.
• Assist in the development and determination of sporting pathways, product development, and workforce development.
• Support the implementation of a competency framework to ensure consistent and high-quality service delivery.
• Work with partners to manage events, festivals, and holiday programs, ensuring they meet community needs.

Training and Development:

• Provide support for WLL’s tutor in leading, motivating, and developing the coaching team.
• Coordinate a comprehensive training and development program for all coaches, including the delivery of Continuing Professional Development (CPD).
• Attend training sessions as required, including those outside of normal working hours, to ensure health and safety competence and continuous professional development.

Miscellaneous Duties:

• Maintain accurate stock records for supplies and equipment.
• Provide line management to direct reports, ensuring they meet their performance targets.
• Assist with the Learn 2 program to enhance the customer journey and ensure competency completion.

The above list is illustrative, not exhaustive. Accordingly, there may be a requirement to undertake additional duties, consistent with the level of the post, as directed by management.

Experience:

• Familiarity with Gladstone 360 and Learn 2 (Go Learn) systems,
• Track record of successful partnership work with external organisations, demonstrating the ability to collaborate effectively.
• Knowledge of coaching development pathways.
• Commercial awareness, with the ability to understand and enhance the profitability and success of coaching programs.

Skills:

 Core Competencies:

• Strong ability to demonstrate essential competencies in administrative support, coaching, and customer service.
• Competency in Health and Safety responsibilities, especially as they relate to coaching environments.
• Technical Skills:
• Highly competent in Microsoft Office Suite (Excel, Word, PowerPoint) and familiar with MRM systems.
• Excellent report writing skills, with the ability to produce clear and concise documentation.
• Communication Skills:
• Excellent written and verbal communication skills, capable of engaging and holding the attention of diverse audiences.
• Confidence in public speaking.
• Strong planning and organizational skills, with the ability to prioritise tasks and meet deadlines.
• Commitment to Development:
• Willingness to engage in continuous professional development and attend training sessions, occasionally outside normal working hours, to maintain and enhance competence.

• Hold and maintain a recognised First Aid at Work qualification.
• A working knowledge/willingness to learn about the Charity’s policies and procedures/products and services.
• A valid driving licence and access to a vehicle

• You will be required to be aware of current Health and Safety Policy and to take responsibility for your own safety and the safety of others who may be affected by your acts or omissions at work.

Service delivery

Champions the service, focusing on individual customer’s needs and responding with service that surpasses their expectations.

Honesty and integrity

Being truthful, keeping promises and commitments and making ethical decisions.

Respect for equality and diversity

Understanding others’ behaviours and culture and treating everyone fairly.

Personal effectiveness

Personal responsibility for making things happen – being accountable for your own actions.

• This position is subject to a Protecting Vulnerable Groups (PVG) scheme check from Disclosure Scotland.
• Hours will include evenings and weekend working