Medical and Performance Services Coordinator

With the Womens Rugby World Cup right around the corner its an incredibly exciting time to join the RFU. Working at the RFU means being part of the bigger picture at England Rugby: to be rooted in our purpose which is to enrich lives introduce more people to rugby union & develop the sport for future generations. If our purpose resonates with you and you recognise the value that sport can bring to peoples lives wed love to work with you. An opportunity has arisen for a Performance and Medical Services Coordinator to join our Performance team on a permanent basis.

Job Title : Performance and Medical Services Coordinator
Department : Performance Rugby
Reports to : Head of Athletic Performance & Medical Services Operations Lead
Direct Report(s) : None
Salary Banding : c. 31000 per annum
Job Level : Core
Location : HQ - This role is contractually based at Allianz Stadium (minimum 3 days/week in the office) offering some flexibility to work from home
Employment Type : Permanent
Working Hours : This is a full-time role covering 35hrs per week

Application Information:

• Please submit an anonymised CV (i.e. remove personal details).
• The closing date for applications Sunday 31st August at 9pm.

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The Role:

To provide the highest quality administrative and operational support across both Medical and Performance services.

Some key responsibilities include:

Performance:

• Full administration of nutrition services; ordering tracking invoicing and communicating with nutritionists S&C coaches and suppliers.
• Record keeping for batch testing certificates for supplements.
• Diary management and assistance; camp dates meeting organisation team attendance
• Coordination of Performance Research and Innovation and (as required) Professional Rugby Board Subgroup meetings along with minuting.
• Project coordination and administration support as directed
• Lead on the delivery and coordination of all Performance (including discipline specific) team meetings and events book meeting rooms conferences arrange catering manage invitations of visitors and coordinate filing of all relevant documentation relating to Performance activities.
• Effectively manage the contracting invoicing expenses and payment process for all consultants working across the athletic and technical performance departments
• Responsibility for monitoring specific programme budgets; ensuring projects are delivered within budget and on time to detailed project plans.
• Coordination and admin support for annual Professional game Performance Summit.
• Track all POs invoicing and receipting to enable monthly forecasting of spend and provide financial updates to the budget holders.
• Provide administrative support to the Performance Systems and Insight Manager across the following Performance and Medical systems / areas:
  • Elitehub
  • iP:Performance Medicine
  • SCRM
  • ImPACT
  • Setting up new users and players within all systems player transfers troubleshooting queries etc.

Medical:

• Medical Services financial tasks:
  • Managing all Medical Services department POs that fall out of scope of the RFU Central Operations Support Hub (COSH)
  • Updating Medical finance spreadsheet to enable budget tracking and forecasting spend
• PHICIS Course support:
  • Supporting COSH with raising POs for Faculty venues and suppliers as required and tracking spend
  • Supporting COSH with completing Payroll for Faculty
  • Supporting COSH with managing expenses for Faculty on payroll
  • Supporting COSH with raising invoice requests for courses
  • GMS course management
  • PHICIS exam invigilating
  • Faculty uniform provision
• PHICIS exemptions coordinating the exemption process between club and MAG as per MSC requirements
• Crowd Doctor exemptions as above
• Coordinating requests for PHICIS Doctor and Physio cover for clubs and RFU events
• Admin support for PRD team camps RFU hosted festivals and RFU hosted events (and some community events):
  • Medical team recruitment
  • Checking and documenting Bona fides process
  • Contracting medical consultants
  • Communication of event information to medical team e.g. accreditation parking arrival times etc.
  • Preparation of medical room paperwork
  • Management of post event medical paperwork
• Medical operational support for PRD team camps festivals and events (and some community events):
  • Packing trauma equipment and doctor medication boxes
  • Maintaining medical equipment stock levels and tracking spreadsheets
  • Assisting with equipment orders and deliveries
  • Liaising with team and event managers to ensure collection and return of medical equipment from camps and events and returning items to correct storage locations at Twickenham
  • Organising servicing of medical equipment
• Coordination of uninsured players costs and hospital/ consultants payments.
• Mandatory Welfare Education programme updating LMS with education session registers from clubs and PRD teams from the Concussion and Anti-doping programmes.
• Coordination and operational support to PRD medical CPD events and wider medical conferences for PRL/Champ/PWR.
• General admin support for the medical services team including support with travel and accommodation department deliveries and post etc.

As an RFU Employee you will:

• Actively collaborate with colleagues to contribute to the development and delivery of the current strategic business and operational plans.
• Act as an ambassador for and promote the best interests of the RFU including the promotion of our culture and core values This Rose Means Everyone: Put The Team First Shape The Future Respect Each Other.
• Undertake other duties as may be required from time to time as are consistent with the responsibilities of the post and the needs of the organisation.

Qualifications Skills & Experience:

The skills and attributes outlined in this description are not exhaustive and we welcome candidates who can bring different relevant experiences to the role.

Essential:

• Highly organised with an eye for detail strong general administration and record keeping skills.
• Excellent stakeholder management skills.
• A diligent planner and organiser.
• Proficient skills in Microsoft Office.
• Committed to embodying the ethos our culture by using our three core values Put The Team First Shape The Future Respect Each Other to guide your day-to-day decisions actions and interactions.
• Committed to actively contributing and building an inclusive culture in your role and day to day behaviours.

Desirable:

• Previous experience or qualification in Sports Science Strength and Conditioning or Athletic Performance.
• Working knowledge of Oracle Procurement System.
• Good understanding of Rugby Union and experience of working in Professional Sports Governing Body environment.

Additional Information:

• We want you to have every opportunity to demonstrate your skills ability and potential. If there is anything we could do to support you through your application or to provide the best environment for your interviews including assistance or adjustment please reach out to
• During your application we will ask questions about your identity. This information is considered highly confidential and will not be seen by hiring managers. You can find out more about why we ask these questionshere.

Please download the job description here for full details of this role.*

* We recommend keeping a copy of the JD to hand as you may wish to revisit the role requirements in the event you are invited to interview.