Job Summary
We are seeking a dedicated and organised Nursery Administrator to support the oversee the daily operations of our nursery. The successful candidate will play a vital role in ensuring smooth administrative processes, supporting staff and parents, and maintaining a welcoming environment for children. A background in teaching is desirable, as the role involves liaising with educational staff and understanding early childhood development needs. This position offers an opportunity to contribute to a nurturing community that prioritises the wellbeing and development of young children.
Post title: Nursery Administrator
Hours: Monday, Tuesday and Friday, 6-7 hours per day all year round, we are flexible on the hours during the day, we are open from 8am-6pm . (All year round only, term time not available.)
(9-3.30pm or 9-4.30pm both with a 30 min unpaid break, or 8am-2.30pm/8am-3.30pm, these are only examples)
Responsible to: Nursery Owners/Manager/Deputy Manager
Objectives:
The Nursery Administrator is responsible for supporting the Nursery Manager and Deputy to maintain standards in administration, Roundabout Nursery 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.
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.
Skills and Experience:
- A flexible and enthusiastic manner
- Excellent Customer Service and Communication skills and telephone manner and ensure that messages are promptly dealt with
- Highly numerate
- The ability to multi-task and prioritise work under pressure to set deadlines
- Drive enthusiasm and a willingness to learn about the nursery environment and promote the nursery’s quality systems
- Able to work on own initiative as well as part of the team
- Strong administration and IT skills; good knowledge of Microsoft Office
Duties include:
Finance
- Process financial information/data e.g. invoices, fees, petty cash, purchase orders
- Report, manage and resolve debtors
- Cross-referencing of fee receipts including the administration of Childcare Vouchers
- Support the Manager in processing funding forms, submitting information and reconciling to parents' account
- All other administrative tasks relating to Finance, as directed by management
HR
- Assist with the HR administration and recruitment of staff, including maintaining applicant records, advertisements, job descriptions, job specifications, replying to applicants, invitations to interview, reference requests and induction support
- Ensure training and development documentation is completed in a timely manner
- Ability to take minutes at disciplinary meetings and grievances as and when required
- Assist Management with the staffs inputting of information on monthly timesheets, including absences and holidays. Maintain up to date personnel files in accordance with confidentiality/data protection.
- To record and monitor staff training required and book courses for staff when instructed by management
General
- Maintaining accurate and confidential staff, children’s and parent’s records
- Provide a safe environment within the office - assist with the care, maintenance and security of all equipment within the office
- Process incoming and outgoing mail
- First point of contact for incoming telephone calls and answering 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
- Handle communications professionally and promptly with all visitors and prospective parents. Keep in regular contact with Waiting List and follow up on all enquiries
- Maintain good stock levels of welcome packs for individual units and assist with the administration of new parents and children
- Manage emails, mail merge, add appointments, update calendar
- Develop good working relationships with nursery staff and management personnel
- Ability to work in partnership with families, local authorities and professional bodies
- Use the Ovivio nursery management software accurately (training will be provided)
- Print registers, meal lists, parent and staff sign in/out sheets, nappy and sleep records
- Ensure efficient administration systems are in place, e.g. recording and filing
- Ensure the Company’s Equal Opportunities Policy is always adhered to
- Pass on relevant messages to the manager and record in the diary any appointments booked by parent/carers or via emails received where appointments need to be booked and diarised, these could be visits from senior management, maintenance team, external contractors or other professionals
- Maintain a safe and organised Office Area with attention to confidentiality
- Organise, attend, participate and support where required: staff meetings, conferences, open days, social/nursery events, training days, ensuring accurate minutes are produced and paperwork is distributed and filed appropriately
- Type up and present Nursery Newsletters to deadlines
- Continually update skills through training especially within ICT
- Perform general office duties including: typing; photocopying, filing, stock orders etc
- 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- open days, festivities e.g. Christmas party liaising with the Management team to organise these and email parents the details
- Social media updating Facebook, Instagram and Twitter additional to weekly update, website photographs etc
- Any other duties as required by management
- To be committed to the safeguarding of all children in the nursery and your direct care
Responsibilities
- Manage all administrative tasks including enrolment, attendance records, and parent communications
- Organise schedules for staff and ensure compliance with regulatory requirements
- Maintain accurate records of children's progress and health information
- Support teaching staff with resource preparation and classroom organisation
- Handle enquiries from parents, visitors, and external agencies in a professional manner
- Coordinate with external service providers for supplies, inspections, and maintenance
- Assist in organising events, open days, and community activities within the nursery
- Ensure the nursery complies with health and safety regulations at all times
Requirements
- Proven experience in an administrative role within an early childhood or educational setting is preferred
- Strong organisational skills with attention to detail
- Excellent communication skills, both written and verbal
- Ability to work collaboratively with teaching staff, parents, and external agencies
- Knowledge of early childhood education principles is advantageous
- Proficiency in office software such as MS Office or similar programmes
- Teaching experience is desirable but not essential; a passion for early childhood development is important
- A clean enhanced Disclosure Barring Service (DBS known as a criminal records check) is required to work in the education sector. This can be applied for in house and then placed onto the update service.
This role is ideal for someone passionate about supporting early childhood education through efficient administration. The successful candidate will be integral to creating a positive environment where children can thrive.
Pay: £13.71 per hour
Benefits:
- Company events
- Free parking
- On-site parking
Work Location: In person
