office administrator jobs

Nursery Administration

Responsible to: Nursery Manager/ director
Hours of work: Full-time, Mon - Friday

The Nursery Administrator is a vital part of Our Nursery & Pre-School central team and is a part ‘customer-facing’ position involving discussions with parents and being the first port of call for parent and prospects when they phone. As such you are expected to show high levels of professionalism and dedication.

We are committed to our responsibilities and requirements for safeguarding, this post is exempt from The Rehabilitation of Offenders Act 1974 as the position involvesworking within the close proximity of young children. The post holder will be required to undertake an enhanced DBS disclosure.

The Nursery Administrator is responsible for supporting the Nursery Manager and Deputy to maintain standards in administration, follow our procedures, communicate pleasantly with customers and prospective customers and generally to carry out all assigned administrative tasks. A good working relationship with the Manager and Deputy Manager is therefore very important and this role is an important part of the day to day running of the setting.

Main Areas of Responsibility (Summary)

Generally the Nursery Administrator will carry out a range of administrative tasks in relation to the running of the nursery. These can range from customer interaction, child registration, invoicing, data entry, filing, stock control and a variety of other things.

The followed is a detailed list of the tasks to be carried out by the Nursery Administrator:

Working closely with the Nursery Manager:
• To ensure nursery security with regards to door opening is followed to agreed policy & procedure
• Receiving and signing in/out visitors and deliveries
• First point of contact for incoming telephone calls and answering the door in a courteous and professional manner whilst in the main office or covering for the Manager. To communicate and action any relevant information ensuring it is escalated to the Manager in regular intervals.
• Overseeing the nursery email system
• Support in managing customer enquiries and follow up.
• Booking introduction tours and suitably recording parent information
• Accurate processing of all new child registrations in line with the agreed procedure, from the point after the registration form and contract has been completed to fully entering onto the computer system and filed appropriately. Any issues found during the registration process to be escalated to the Manager
• Liaise with the Nursery Manager with regards to the organisation and co-ordination of child settling sessions to ensure : parents book sessions in advance at sensible times, all settling visits to be recorded in the diary, information to be input to the rota process to ensure adequate staff are in place when parents leave children during settling visits, settle forms are issued to the relevant unit in a timeline process and Unit Managers are to allocate a key person which is to be recorded on the system.
• Maintain an up to date list of key persons on the computer system at all times, including when new key persons are allocated (eg when a child transitions within the nursery)
• Processing of all contract amendment forms through to successful conclusion including updating of the computer system, parent sign off and final filing
• General customer support
• Booking agency staff, checking timesheets against invoices, induction for new agency staff
• Organisation of office environment including notice boards, filing systems, etc.
• To clear all office and unit filing on a regular basis
• Stock control of Office stationery and cleaning supplies
• General administrative support (filing, photocopying, laminating, etc.)
• Office diary management
• Monthly reporting and communication to Management as required

Building Maintenance
• To operate within health and safety guidelines.
• To coordinate the identified maintenance requirements and to ensure maintenance staff/contractor are utilised to rectify issues quickly and effectively
• To instruct external contractors where required to attend to issues in agreement with Manager
• Updating maintenance log

Financial
• Taking, recording and receipting of payments (cash/cheque/bank)
• Entering all types of payments into the computer system immediately
• To have an awareness to be able to answer basic question regarding of the Local authority Council (BCC/SGC) Funding FEEE free early year’s education Entitlement for 3 & 4 year olds and qualifying 2 year olds.
• The ordering of resources with permission of Purchase logs signed by manager.
• Communicating with the finance team and to know when to escalate parent questions to them
• Updating Business Log weekly.

HR
To liaise with the Manager with elements of recruitment that are administrative such as responding to ex-employees factual reference requests, monitoring DBS progress and staff audit etc.

Systems
• To become an expert in the functionality and processes of the Nursery management soft wear and to maintain accurate documentation on key aspects of how to use the system.
• Imputing date onto Connect system (I connect, Parent zone, Connect)
• Producing reports, invoices and comms. as directed by the Manager.
• To impute any amendments such as term times, annual bank holiday, and price increase changes.
Other
• Additional Support may be required with planning and preparation of nursery events.
• Additional Support may be required for Marketing activities
• General support for Nursery Manager across the setting as required
• Attend training as part of your continuous professional development.
• Attend staff meeting and other meetings regarding your job role.
• As Nursery Administrator you will be asked to carry out other tasks on an ad hoc basis which could vary considerably. You are also expected to be proactive in your approach identifying areas for improvement in relation to administration and potential issues.
• Local Event planning
• Social media updating Facebook additional to weekly update, website photographs.

Great benefits & advancement benefits

Job Types: Full-time, Permanent

Pay: £13.50 per hour

Benefits:

• Childcare
• Company pension
• Discounted or free food
• Employee mentoring programme

Work Location: In person