Nursery Administrator 6. 11

Job Description Personal Specification

Nursery Administrator 6. 11

Responsible to:Nursery Manager

Hours of work:Full-time as per the contract

The Nursery Administrator is a vital part of Red Bus Nursery & Pre-Schoolcentral 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.

Red Bus is committed to our responsibilities and requirements for safeguarding, this post is exempt from The Rehabilitation of Offenders Act 1974 as the position involves
working 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 Red Bus 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 Red Bus 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.

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 for HQ with planning and preparation for Red Bus events (at Red Bus or elsewhere)
Additional Support may be required for HQ with 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.

Acceptance signature

Print Name: ______

Signature: ______

Date: ______

Personal specification

Education

High standard of education - A level or degree level.

Knowledge

Systems

Admin systems

Experience

Working in an office environment

Computerised management

Information systems

Managing communication

Internal & external communication

Ability to develop positive working experience

Interpersonal skills and Abilities

Excellent communication skills (face to face, verbal & written)

Liaise effectively with all Staff, Service users and Partners

Promote Red Bus Ethos.

Experience of Customer service

Other Abilities/Qualities

Effective prioritisation & organisational skills.

Show resilience and an ability to work under pressure.

Ability to work effectively unsupervised.

Computer literate- knowledge of Microsoft office programmes.

Manipulate and disseminate information.

Attitudes & Beliefs

Confidentiality

Committed to safeguarding and an ongoing culture of vigilance

Continuous Professional development.

High professional standard of work

Personal characteristic

Enthusiastic

Organised

Efficient

Flexible

Patient

Healthy

Resourceful

Determined

A sense of humour

Others

Be flexible, provide support to team members

Attend meetings when required

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