About Future Stars Coaching
Future Stars Coaching is one of the South West's leading providers of children's sports coaching, wraparound childcare and holiday clubs. We work in partnership with primary schools to deliver Breakfast Clubs, After School Clubs, Wraparound Care, PE lessons, Holiday Clubs and sports coaching that help children stay active, build confidence and have fun in a safe and nurturing environment.
As our business continues to grow, we're continually investing in our people, systems and customer experience. We're looking for an exceptional Office Manager who shares our commitment to delivering outstanding service and enjoys making great processes even better.
We're looking for an exceptional Office Manager
This is a fantastic opportunity to join a growing, ambitious business where you'll play a pivotal role in ensuring the smooth day-to-day running of our office operations.
You'll take ownership of our administrative function, ensuring our systems and processes are consistently followed, our customer service remains exceptional, and our office runs efficiently and accurately. Working closely with the Operations Director, you'll help support the wider team while continually looking for practical ways to improve efficiency, accuracy and scalability as the business grows.
This role is ideal for someone who enjoys bringing structure to busy environments, thrives on organisation, and takes pride in getting things right first time. We're looking for someone who embraces established processes but is equally confident identifying opportunities to improve them and implementing positive change.
As the line manager for our Office Administrator, you'll also play an important role in supporting, developing and motivating others to deliver consistently high standards.
Location: Clevedon office with the option of hybrid working.
Reports to: Operations Director
Direct Reports: Office Administrator
What success looks like
In this role you'll:
- Ensure the office runs smoothly and efficiently every day.
- Deliver exceptional customer service to parents and schools.
- Maintain highly accurate administrative and financial processes.
- Develop practical improvements that save time and increase efficiency.
- Support and develop the Office Administrator.
- Become a trusted operational expert within the business.
- Help Future Stars Coaching continue to grow through strong organisation, attention to detail and continuous improvement.
What you’ll bring
We're looking for someone who is:
- Exceptionally organised with outstanding attention to detail.
- Passionate about delivering an excellent customer experience.
- Comfortable managing multiple priorities in a fast-paced environment.
- Experienced in leading or supporting others.
- Confident using Microsoft 365 and learning new systems quickly.
- Proactive, solutions-focused and always looking for ways to improve.
- Able to follow established processes whilst recognising opportunities to make them even better.
- Calm, professional and able to work independently.
- Someone who takes ownership, is accountable and enjoys seeing tasks through to completion.
Hours
Flexible for the right candidate. We are open to both part-time and full-time applications, although the successful candidate must be available to work a full day on Wednesdays.
Salary
Up to £32,000 FTE (pro rata for part-time hours).
Key Responsibilities
Office Operations
- Manage the day-to-day operation of the office function.
- Oversee office systems, procedures and administrative processes.
- Ensure all office administration is completed accurately and efficiently.
- Manage office supplies and equipment.
- Place orders for the wider team and office requirements.
- Support general facilities and office management activities.
- Manage the company phone line and ensure enquiries are dealt with promptly.
Customer Service and Parent Communications
- Act as a key point of contact for parents via phone and email.
- Respond to parent enquiries and resolve issues professionally and efficiently.
- Coordinate communications regarding club updates, cancellations and changes.
- Liaise with schools and parents when club information changes.
- Maintain high standards of customer service across all parent interactions.
Website and Booking Administration
- Upload and maintain clubs and activities on the company website.
- Update website content including policies, forms and operational information.
- Monitor booking systems and identify issues affecting customer experience.
- Liaise with website developers and external providers to resolve technical issues.
Financial Administration Oversight
- Produce and monitor outstanding payment reports.
- Produce and monitor subscription reconciliation reports.
- Oversee payment reconciliation processes completed by the Office Administrator.
- Liaise with booking and payment providers to resolve account discrepancies.
- Ensure payment information is accurately provided to the Operations Director.
- Monitor parent account credits and support the development of clear procedures for account management.
- Track and monitor discount code usage and effectiveness.
Compliance Administration
- Coordinate the collection and submission of third-party vetting information required by schools.
- Maintain accurate records relating to Single Central Record documentation requests from schools.
- Ensure administrative documentation is organised, accurate and readily accessible.
Team Management
- Line manage the Office Administrator.
- Provide support, guidance and training to ensure high performance.
- Monitor workload distribution and ensure tasks are completed effectively.
- Conduct regular one-to-one meetings and support professional development.
Person Specification
Essential
- Previous experience in an Office Manager, Senior Administrator or Operations Support role.
- Exceptional organisational and time management skills.
- Outstanding attention to detail and accuracy.
- Proven ability to follow established processes whilst identifying opportunities for improvement.
- Excellent written and verbal communication skills.
- Experience managing multiple priorities in a fast-paced environment.
- Strong customer service skills with the ability to resolve issues professionally.
- Experience supervising or managing staff.
- Confident using Microsoft 365.
- Strong analytical and problem-solving skills.
- Able to work independently, take ownership and see tasks through to completion.
Desirable
- Experience working within childcare, education, sport or other service-based organisations.
- Experience using WooCommerce or similar booking systems.
- Experience reconciling payments and working with financial administration processes.
- Knowledge of Tax-Free Childcare, childcare voucher schemes or education-related funding processes.
Pay: Up to £32,000.00 per year
Benefits:
- Childcare
- Company pension
- Employee discount
- Gym membership
- Health & wellbeing programme
Work Location: In person
