Job Summary
We are seeking a professional and organised Receptionist and Administrative Assistant to join our team. This role involves managing front desk operations, providing administrative support, and ensuring smooth daily office functions. The ideal candidate will possess excellent communication skills, be proficient in various computer applications, and demonstrate exceptional organisational abilities. This paid position offers an opportunity to develop your administrative expertise within a dynamic environment.
Responsibilities
- Greet visitors and clients in a courteous and professional manner
- Answer incoming phone calls, direct enquiries, and manage voicemail messages with proper etiquette
- Maintain appointment schedules and coordinate meetings efficiently
- Perform data entry tasks accurately using Microsoft Office programmes, Google Workspace, and QuickBooks
- Manage correspondence via email, postal mail, and electronic communication channels
- Organise and file documents systematically to ensure easy retrieval
- Job Title: Receptionist Administrator
Responsible to: Head of Nursery/Centre
Salary: Salary: £28,860 per annum
Hours: 37.5 hours per week
JOB PURPOSE
To provide a professional, welcoming, and efficient front-of-house and administrative service within a nursery and early years setting, acting as the first point of contact for children, parents, carers, staff, visitors, and external professionals, and supporting the safe and effective day-to-day operation of the centre
KEY RESPONSIBILITIES
· Provide a courteous, professional, and efficient reception service to children, parents, carers, visitors, and callers.
· Welcome families and visitors to the nursery, manage enquiries sensitively, and direct individuals to the appropriate member of staff.
· Monitor access through the main entrance and ensure that visitor sign-in, sign-out, and safeguarding procedures are followed at all times.
· Answer telephone, email, and face-to-face enquiries promptly, record messages accurately, and pass them on appropriately.
· Maintain accurate nursery records, including children’s attendance, visitor logs, staff attendance, contact information, and other administrative records.
· Support admissions and enrolment administration, including preparing forms, maintaining waiting lists, and ensuring children’s records are complete and up to date.
· Provide general administrative support, including filing, photocopying, document preparation, word processing, typing letters, and handling incoming and outgoing post.
· Maintain confidential records and handle sensitive family and child information in accordance with organisational procedures and data protection requirements.
· Coordinate bookings for rooms, appointments, meetings, parent consultations, and refreshments as required.
· Receive, record, and process nursery fees, petty cash, and other payments in line with financial procedures.
· Order and monitor stationery, office supplies, and other reception resources, maintaining appropriate stock levels.
· Keep the reception and associated areas tidy, organised, child-friendly, and appropriately presented for families and visitors.
· Support monitoring, reporting, and data collection activities required for nursery administration and service delivery.
· Provide administrative support to wider nursery teams, volunteers, students, and placements as required.
· Use office systems and digital tools effectively, including word processing, spreadsheets, databases, nursery management systems, and other administrative systems.
· Maintain and update website or information platforms where required.
· Translate or draft documents in Turkish and English where required.
· Always promote and safeguard the welfare of children and young people and report any concerns in line with safeguarding procedures.
GENERAL RESPONSIBILITIES
· Work collaboratively with nursery colleagues and contribute to a positive, professional, and inclusive environment for children and families.
· Undertake relevant training and participate constructively in meetings, supervision, and professional development activities.
· Comply with organisational policies and procedures, including safeguarding, health and safety, confidentiality, equality, and data protection.
· Support the achievement of agreed service objectives and individual performance expectations.
· Work flexibly, including occasional evenings and weekends where required, and undertake any other reasonable duties appropriate to the role.
PERSON SPECIFICATION
NOTE: This job description sets out the main duties of the post and is not an exhaustive list of duties and responsibilities. The post holder may be required to undertake other duties that fall within the grade of the job, in discussion with the manager. This job description will be reviewed regularly in light of service requirements, and any such changes will be discussed with the post holder.
E1
Education and Qualifications
Educated to GCSE standard or equivalent, including good literacy and numeracy skills. Ability to demonstrate accurate spelling, grammar, and written communication.
Additional qualifications in administration, childcare, customer service, or business administration.
A/I/T
E2
Experience
Experience of working in a reception, front-of-house, customer service, or administrative role, including general clerical and office duties.
Experience of working in a nursery, early years, education, childcare, or community setting. Experience of admissions administration, attendance monitoring, waiting lists, or nursery fee processing.
A/I
E3
Communication and Interpersonal Skills
Excellent interpersonal and communication skills, with the ability to communicate sensitively and professionally with children, parents, carers, staff, visitors, and external professionals both face to face, by telephone, and in writing. Ability to build and maintain positive relationships within a diverse community.
Experience of communicating with families from multilingual or multicultural backgrounds.
A/I
E4
Organisation and Administration
Strong organisational skills with the ability to manage competing priorities, work to deadlines, maintain accurate records, operate diary systems, and use initiative when managing workload. Ability to maintain and develop filing and administrative systems.
Experience of supporting nursery operations, admissions, attendance systems, or office coordination in a busy environment.
A/I
E5
ICT and Administrative Systems
Strong ICT skills, including confidence in using office software, email, spreadsheets, word processing, and administrative systems.
Experience of using nursery management software, digital information systems, websites, or online communication platforms.
A/I/T
E6
Finance and Accuracy
Ability to process payments, petty cash, fees, and routine financial records accurately and confidentially in line with procedures.
Previous experience of handling nursery or childcare-related financial administration.
A/I
E7
Safeguarding, Confidentiality and Professional Values
Understanding of safeguarding responsibilities and commitment to protecting children, young people, and vulnerable adults. Ability to handle confidential information sensitively and in accordance with Data Protection legislation. Awareness of health and safety responsibilities within a nursery environment. Commitment to equality, inclusion, and professional standards.
Safeguarding, paediatric first aid, or relevant early years training.
A/I/T
E8
Equal Opportunities and Inclusion
Commitment to equal opportunities and the ability to work respectfully within a multicultural and multi-racial environment, ensuring that all children, families, and staff feel valued and included.
Experience of working within a culturally diverse nursery or community setting.
A/I
E9
Language Skills
Ability to communicate effectively in English, both verbally and in writing.
Ability to speak and write in Turkish. Kurdish language skills would also be desirable
A/I
E10
Teamwork and Flexibility
Ability to work effectively as part of a team, respond flexibly to changing demands, and undertake additional duties as requested by the management team. Ability to identify routine maintenance or operational issues and report concerns appropriately.
Experience of supporting wider nursery events, activities, or community engagement initiatives.
A/I
SPECIAL REQUIREMENTS
The successful candidate will be required to obtain an Enhanced Disclosure and Barring Service (DBS) clearance.
E= Essential D= Desirable
Assessed by: A= Application I= Interview T= Test
Pay: £28,860.00 per year
Benefits:
Work Location: In person
