Job Purpose
The Nursery Administrator is responsible for ensuring the smooth and efficient day-to-day administration of the nursery. The role involves supporting the Nursery Manager, staff, parents, and external agencies by maintaining accurate records, handling communications, managing enquiries, and ensuring compliance with nursery policies and regulatory requirements.
The Nursery Administrator plays a key role in creating a professional, organised, and welcoming environment for families, children, staff, and visitors.
Key Responsibilities:
General Administration:
- Manage the nursery reception area and act as the first point of contact for parents, visitors, and external professionals.
- Answer telephone calls, emails, and enquiries in a professional and timely manner.
- Maintain accurate filing systems, both electronic and paper-based.
- Ensure all administrative records are up to date and stored confidentially in line with GDPR requirements.
- Prepare letters, reports, newsletters, meeting minutes, and other nursery correspondence.
- Order office supplies, nursery resources, and equipment when required.
- Monitor and maintain stock levels of administrative and office materials.
- Support the Nursery Manager with general operational administration.
Parent & Family Support:
- Respond to parent enquiries regarding nursery places, fees, sessions, funding, and policies.
- Arrange nursery tours and support the enrolment process for new families.
- Process registration forms and maintain accurate child records.
- Ensure children’s personal information, medical details, emergency contacts, and permissions are fully updated.
- Build positive and professional relationships with parents and carers.
- Support parents with accessing funded childcare information and documentation.
- Handle sensitive information and concerns confidentially and professionally.
Finance & Fees Administration:
- Prepare and issue nursery invoices and statements.
- Monitor nursery fee payments and maintain accurate financial records.
- Follow up outstanding payments professionally and sensitively.
- Process funded childcare claims, including 15-hour and 30-hour funding.
- Support with payroll administration where required.
- Maintain records of staff attendance, holidays, and absences.
- Assist with petty cash management and purchase records.
- Liaise with finance departments or accountants where applicable.
HR & Staff Administration:
- Maintain staff personnel files and ensure compliance documentation is complete.
- Support safer recruitment processes, including:
- DBS checks
- Reference requests
- Right to work checks
- Qualification verification
- Track staff training, safeguarding certificates, and renewal dates.
- Support onboarding for new employees.
- Maintain staff rotas, annual leave records, and absence records where required.
- Ensure confidentiality of all staff records.
Compliance & Safeguarding:
- Ensure nursery records remain compliant with:
- Ofsted requirements
- EYFS framework
- GDPR regulations
- Safeguarding policies
- Maintain accurate accident, incident, medication, and safeguarding documentation where required.
- Ensure all required documentation for children and staff is completed and stored securely.
- Support the management team during inspections and audits.
- Promote safeguarding and child welfare at all times.
Communication & Organisation:
- Coordinate meetings, appointments, and nursery events.
- Maintain nursery calendars and schedules.
- Distribute internal communications to staff and parents.
- Assist with social media updates, newsletters, and marketing materials where required.
- Support occupancy management and waiting lists.
- Maintain professional communication standards at all times.
Health & Safety
- Follow nursery health and safety procedures at all times.
- Report hazards, maintenance issues, or concerns promptly.
- Support fire drill records and health & safety documentation.
- Ensure visitors sign in and safeguarding procedures are followed.
Person Specification
Essential Skills & Experience
- Previous administrative experience.
- Strong organisational and time management skills.
- Excellent verbal and written communication skills.
- Good IT skills including Microsoft Office and email systems.
- Ability to manage confidential information appropriately.
- Professional and friendly manner.
- Ability to work independently and as part of a team.
- Good attention to detail.
Desirable
- Experience working in a nursery, school, or childcare setting.
- Knowledge of the EYFS framework and Ofsted requirements.
- Experience using nursery management software.
- Understanding of childcare funding processes.
- First Aid or Safeguarding training.
Personal Qualities
- Professional and reliable.
- Approachable and caring.
- Highly organised and efficient.
- Flexible and adaptable.
- Calm under pressure.
- Positive and proactive attitude.
- Committed to safeguarding and promoting the welfare of children.
Safeguarding Statement
Smart Kids Nursery is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. The successful candidate will be subject to enhanced DBS checks, references, and safer recruitment procedures.
Working Conditions:
- Office-based within the nursery setting.
- May involve occasional flexibility in working hours to support nursery events or operational needs.
- Daily interaction with children, parents, staff, and external professionals.
Additional Duties:
The post holder may be required to undertake other reasonable duties consistent with the role and responsibilities as requested by management.
Job Types: Full-time, Permanent
Pay: £10.85-£12.71 per hour
Language:
Work Location: In person
