Job Purpose
To provide efficient administrative, financial, and payroll support to the childcare setting, ensuring the smooth day-to-day operation of back-office functions. The postholder will be responsible for maintaining accurate records, processing daily financial transactions, administering payroll, supporting compliance requirements, and assisting the management team with administrative duties.
Key Responsibilities
Daily Finance Duties
- Process daily income and expenditure records.
- Reconcile daily banking transactions and maintain accurate cash records.
- Monitor payment systems and update financial records accordingly.
- Raise purchase orders, process invoices, and maintain supplier accounts.
- Verify invoices against deliveries and approved expenditure.
- Prepare banking deposits and maintain audit trails.
- Assist with month-end financial reporting.
- Support budget monitoring by tracking expenditure against allocated budgets.
- Chase outstanding payments from funding bodies and other agencies where applicable.
- Maintain accurate financial records in accordance with company policies and accounting procedures.
- Use Sage Accounting software to maintain financial records and reporting.
Payroll Administration
- Prepare and process monthly payroll accurately and within required deadlines.
- Maintain payroll records including salary changes, overtime, deductions, pensions and statutory payments.
- Ensure payroll information is updated promptly and accurately.
- Process new starter and leaver information.
- Liaise with managers regarding staff hours, absences and payroll queries.
- Ensure compliance with HMRC, pension and payroll legislation requirements.
- Generate payroll reports for management as required.
- Maintain confidentiality of all payroll information.
- Use Sage Payroll software to process and maintain payroll records.
Administration
- Provide general administrative support to the management team.
- Maintain accurate electronic and paper filing systems.
- Prepare, update, and distribute internal documents, reports, and correspondence.
- Manage incoming emails and direct communications to appropriate staff members.
- Order and monitor all supplies and stationery.
- Maintain staff records, training records, and personnel files in line with GDPR requirements.
- Support recruitment administration including interview packs, references, and onboarding documentation.
- Record and monitor staff absences, holidays, and training schedules.
- Ensure all records are stored securely and confidentially.
Compliance and Record Keeping
- Maintain administrative systems required for inspections and regulatory requirements.
- Ensure documentation is updated and readily accessible for audits and inspections.
- Support data protection compliance and confidentiality procedures.
- Assist with health and safety administration, including record keeping and document management.
- Maintain records relating to staff qualifications, DBS checks, and mandatory training.
Operational Support
- Assist with maintaining occupancy, staffing, and operational reports.
- Produce weekly and monthly management information reports.
- Support management meetings through agenda preparation and minute taking.
- Assist in implementing new administrative systems and procedures to improve efficiency.
Person Specification
Essential Criteria
- Experience handling financial records, invoicing, bookkeeping, or accounts administration.
- Experience processing payroll.
- Previous experience in an administrative role.
- Experience using Sage Accounting software for financial administration and reporting.
- Experience using Sage Payroll software to process payroll and maintain payroll records.
- Knowledge of payroll processes, statutory payments, pensions and HMRC requirements.
- Excellent organisational and time management skills.
- Strong attention to detail and accuracy.
- Good knowledge of Microsoft Office (Word, Excel, Outlook).
- Ability to handle confidential information professionally.
- Strong written and verbal communication skills.
- Ability to work independently and prioritise workload effectively.
- Strong numerical skills and ability to work accurately with financial and payroll data.
Desirable Criteria
- Experience working within a childcare, education, or care setting.
- Knowledge of childcare funding processes.
- Experience using nursery management software.
- Understanding of GDPR and record management practices.
- Business Administration, Finance or Accounting qualification.
Key Skills
- Organisation and planning
- Financial administration
- Payroll administration
- Sage Accounting
- Sage Payroll
- Financial reporting
- Budget monitoring
- Data entry and record management
- Problem-solving
- Confidentiality and professionalism
- Accuracy and attention to detail
- Teamwork and collaboration
Pay: £15.00 per hour
Benefits:
Work Location: In person
