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We are seeking a highly organised and detail-oriented Administrator to join our team. The ideal candidate will be responsible for ensuring the smooth operation of the nursery by managing various administrative tasks. This role requires proficiency in office software and a strong ability to communicate effectively with both internal and external stakeholders. The Administrator will play a crucial role in supporting the team and enhancing overall productivity. This position requires a proactive individual with excellent communication skills and the ability to manage multiple tasks efficiently.
Job Responsibility:
Handle financial duties such as managing budgets, resources, and inventory
Liaise with parents, staff, and external agencies to ensure effective communication
Support the nursery team with various administrative needs
Use relevant software (currently Instant Nursery Manager) to update customer accounts and manage nursery administration
Use relevant software (currently QuickBooks) to manage budget and liaise with the nursery’s accountant
Chase outstanding debts
Organise the database and retain documents in accordance with our Data Retention policy
Maintain and update the Nursery website
Support the Board of Trustees
Manage daily administrative tasks including correspondence, phone calls, and emails
Maintain accurate records of attendance, incidents, and child development assessments
Perform data entry tasks accurately and in a timely manner as required to obtain Government funding
Assist in developing policies and risk assessments in conjunction with the Nursery Manager
Prepare reports and documentation required by regulatory bodies
Sending reports to the local authority as appropriate and approved by Nursery Manager
Maintain organised filing systems, both physical and electronic, for easy retrieval of documents
Handle incoming phone calls with professionalism, demonstrating excellent phone etiquette
Assist with bookkeeping tasks, online banking and accounting software
Collection of fees including the administration of government funding, pursuing outstanding fees and resolving any account queries
Preparing payroll information weekly & monthly and liaising with our payroll administrator
Keeping petty cash records
Maintaining family and account records on the nursery computer programme
Maintaining accurate and confidential children's and parent’s records
Maintaining accurate staff employment records
Assisting with the recruitment of new staff, including the collection of references
Arranging for staff to show prospective parents around the nursery
Ordering from suppliers
Note take, record meetings of minutes (including the Board of Trustees)
Provide administrative support to the Nursery Manager and Board of Trustees as required
Requirements:
Proficiency in Word, Excel
Strong typing skills with attention to detail for accurate data entry
Excellent organisational skills to manage multiple priorities effectively
Experience in clerical and office administration tasks
Strong administrative skills with ability to maintain confidentiality
Good phone etiquette and interpersonal skills for effective communication
Ability to adapt to new technologies and computerised systems quickly
Experience in a similar role with exceptional administration and customer service skills
Fully conversant with MS Office packages (good Word/Excel skills are a must)
Previously worked with various Software Packages
Ability to work independently and as part of a team
Previous experience in an administrative role, preferably in a childcare or educational setting
GCSE or equivalent (preferred)
Nursery/School office: 3 years (preferred)
Administrative experience: 3 years (preferred)
Nice to have:
Previous experience in a childcare or educational setting