Academy Trust Nursery Admissions Officer - Job Description

Academy Trust Nursery Admissions Officer - Job Description

Job TitleThe Galaxy Trust Nursery Admissions Officer

Reporting toEarly Years Assistant Heads

Accountable toThe Director of Business/CFO

Pay ScaleKR3

Hours15 hours per week

Purpose of the Job

The Galaxy Trust is looking to recruit a Nursery Admissions Officer who will bring enthusiasm and drive to lead the development and consolidation of The Galaxy Trust Nursery administration and finance operations through the next exciting stage of our growth.

To undertake all administrative tasks associated with admissions into Nurseries across the Trust – providing an effective and efficient service to the school and prospective parents.

Working with the Early Years Assistant Heads, the post holder will monitor the day‐to‐day financial operations, including payment of fees, collection of outstanding monies, within the Nurseries and meet occupancy and financial objectives.

Principle Accountabilities and Responsibilities

Administrative duties

1. Act as the initial point of contact for all admissions enquiries providing routine information regarding the Nursery admissions process and policies to parents/carers referring more complex enquiries to the Early Years Assistant Heads
2. Keep school prospectus and admission documents updated, including the websites, to ensure that information is conveyed in a clear way that enhances the image of the school.
3. Arrange prospective parent visits to the school for the Early Years Assistant Heads
4. Maintain the waiting list for Nursery places and apply the criteria for admissions in accordance with school policies
5. Issue routine correspondence/offer letters/information packs to parents regarding admissions in accordance with school procedure.
6. To maintain pupil record folders, files and cards and ensure smooth transfer of electronic (CTFs) and paper records when moving onto Reception.
7. Ensure all Nursery paperwork is completed and returned by parents within the time restraints and supporting parents with completing the forms and chasing parents where necessary.
8. Keep accurate records when communicating with parents.
9. Create and maintain accurate pupil records and school roll information and ensuring new arrivals are on SIMS on first day of arrival – preparing registers, form lists, emergency contact lists.
10. Liaise with feeder nurseries/schools to obtain information relating to new pupils, sharing information relating to new pupils with staff and other agencies as required
11. Liaise with destination nursery/schools regarding the appropriate handover of information to the new setting.
12. Collate admissions data producing routine reports and prepare statistical returns regarding admissions.
13. Ensure all pupil data is processed correctly and kept up-to-date for the successful completion of the School Census.
14. Undertake any other tasks requested by the Headteacher, SLT , Business Manager and Office Manager.

Financial duties

1. Be fully conversant with the childcare business with regard to maximising the overall profit.
2. Ensure up to date contracts are completed for every child and updated when necessary.
3. Processing accurate invoices and reinvoicing in accordance to changes to contracts.
4. Maintain accurate accounts termly, including Wisepay debt reporting on a weekly basis and actively chasing debt.
5. Liaise with Finance Officer regularly in relation to additional session payments for weekly banking.
6. Checking authentication of 30 hours codes with KCC before admitting child into nursery.
7. Completion of nursery headcount funding requirements in liaison with Office Manager.
8. Completion of late starter forms and process accordingly.
9. Check eligibility of EYPP and update SIMS records accordingly.

Other Duties

1. In the event of an emergency to adhere to the office evacuation procedures to assist with an accurate roll call.
2. To assist in the promotion of the school through the sensitive dealings with children, parents and visitors at all times
3. Together with your line manager be responsible for identifying and agreeing your personal development/training needs.

Safeguarding Children

Display a commitment to the protection and safeguarding of children and young people in line with the ‘Guidance for Safe Working Practice for the Protection of Children and Staff in Education Settings’. Report to the Headteacher ANY behaviour by colleagues or children which raises concern.

The above list is not exhaustive and other tasks may be asked of you by your Line Manager and other departments.

Adhere to the Company Policies and Procedures including attendance at staff meetings, preparation of reports and any other duties as required. Ensure the Company’s Equal Opportunities Policy is adhered to at all times.

Academy Trust Nursery Admissions Officer - Person Specification

The successful candidate will meet the following person specification. Please note that the listed criteria will form the basis of the selection process. Applicants should address all elements of the Person Specification, indicating experience and where appropriate citing supporting examples within their application. If you are selected for interview you may be asked also to undertake practical tests to cover the skills and abilities shown below:

• Ability to communicate clearly and effectively both orally and in writing with parents, children, colleagues and professionals
• Ability to use a variety of IT packages including Word and Excel including the compilation and maintenance of accurate financial records and cash handling.
• Able to plan, organise and to manage workload effectively whilst remaining flexible and adaptable to rapidly changing requirements and workloads.
• Experience of working within a team and contributing to development of an effective service having a positive approach to problem solving.
• Ability to understand and respect the need for discretion, sensitivity and confidentiality.
• Successful experience of working in a nursery, school or Academy financial management role, or in a similar position working alongside schools e.g. LA or independent education sector
• Experience of producing and presenting financial reports.
• Experience operating financial systems eg. Wisepay

• Knowledge of school admission procedures/SIMs systems (School Information Management System) is desirable but not essential as training will be given.
• Successful experience of working in a nursery/school or Academy within an administrative role
• Engagement with wider educational partnerships spanning the primary and local authority sectors
• Experience of developing school or academies financial systems
• Knowledge of Academy financial rules and regulations

• Ability to introduce and maintain effective and robust financial systems
• Competent and confident in using Microsoft Office
• Ability to work effectively under pressure, managing conflicting priorities and to meet challenging deadlines
• Ability to work independently to tackle problems creatively and to think laterally.
• Self-motivated and a good time manager.

• Ability to interrogate school performance data and finances accurately and identify next steps for progress
• Good negotiation skills
• Ability to successfully manage initiatives for change
• Experience of advanced Excel skill including the use of pivot tables and macros.
• Receptive to new ideas and able to generate them
• Knowledge of using educational finance packages.

• Motivation to work with children & young people / in an educational setting

• Excellent numerical and verbal skills, understanding and application
• A positive, enthusiastic outlook with the energy, drive, enthusiasm and determination to succeed
• Must be proactive not reactive
• Driving licence and use of own car
• Ability to occasionally attend evening meetings as required.
• Commitment to and belief in equality of opportunity for all
• Ability to work as a supportive member of a smallteam, acting flexibly to support colleagues at pressure points.

• Sense of humour and fun
• Ability to cope resiliently with the responsibilities and demands of the post

Terms and Conditions

The employer for this post is The Galaxy Trust.

The post will be based Trust wide.

This post requires the ability to travel and work directly with academies in The Galaxy Trust

An Enhanced DBS is required for this post.

Garry Ratcliffe: Executive Headteacher Claire Misy: Director of Business Noel Lake: Chair of Trust Board

Oakfield Primary Academy Oakfield Lane Dartford Kent DA1 2SW Tel: 01322 220831
Temple Hill Primary Academy St Edmunds Road Temple Hill Dartford Kent DA15ND Tel: 01322 224600
West Hill Primary Academy Dartford Road Dartford DA1 3DZ Tel: 01322 226019