Location: Head Office – 57b Daws Lane, Mill Hill, NW7 4SD
Hours: Full-time
Salary: Competitive, dependent on experience
Start Date: To be agreed
About Club Excel
For over 25 years, Club Excel has delivered high-quality holiday activity programmes for children aged 3–13, providing trusted childcare for thousands of families across London and the Southeast.
Our programmes combine sports, creative activities, performing arts, games and inclusive play within a safe, welcoming and professionally managed environment.
Club Excel operates across multiple school venues during the school holidays, supported by a year-round Head Office and management team. As the organisation continues to grow, we are looking for an experienced and highly organised Operations & Administration Manager to take ownership of several of the key functions that underpin the successful running of the business.
The Role
The Operations & Administration Manager will hold a senior position within the Club Excel Head Office team, with responsibility for the smooth day-to-day management of our staffing, Early Years, office administration and key finance processes.
This is a varied, hands-on role requiring someone who is highly organised, confident taking responsibility and comfortable managing several priorities at once.
You will work closely with the Directors, Area Managers and wider management team to ensure our camps are appropriately staffed, our Early Years provision meets required standards, our administrative systems operate effectively and important processes such as payroll and invoicing are completed accurately and on time.
During school holiday periods, the role becomes more operational, with regular contact with camp managers and visits to venues to monitor standards, provide support and help resolve issues as they arise.
We are looking for someone who enjoys taking ownership, improving systems and making sure things get done.
Key Responsibilities
Staffing & People Administration
- Take ownership of the administration and coordination of Club Excel's large seasonal workforce.
- Manage staff recruitment processes, including advertising vacancies, reviewing applications and coordinating interviews.
- Oversee safer recruitment requirements including DBS checks, references, qualifications and right-to-work documentation.
- Coordinate staff onboarding and ensure all required documentation and training is completed before staff begin work.
- Maintain accurate and up-to-date staff records.
- Manage staff availability and support the allocation of staff across camp venues.
- Work closely with Area Managers to identify staffing requirements ahead of each holiday period.
- Support managers in resolving staffing issues during camp.
- Coordinate staff communications relating to employment, training, rotas and operational requirements.
- Maintain appropriate records relating to absence, performance and other employment matters.
- Support the Directors with HR administration where required.
Early Years Management & Compliance
- Take a lead role in overseeing Early Years requirements across Club Excel.
- Ensure Early Years provision operates in accordance with the EYFS statutory framework and Ofsted requirements.
- Monitor staff qualifications and ensure appropriate Early Years staffing requirements are met across venues.
- Maintain accurate Early Years records and documentation.
- Support the recruitment and deployment of appropriately qualified Early Years staff.
- Ensure relevant policies, procedures and operational guidance remain current and are consistently implemented.
- Support Camp Managers and Area Managers with Early Years queries and operational matters.
- Contribute to the ongoing development and quality of Club Excel's provision for younger children.
- Support preparation for Ofsted inspections and respond to any actions or recommendations arising from inspections.
- Maintain an overview of children requiring additional support and ensure relevant information is communicated appropriately to operational teams.
- Promote inclusive practice and support the effective inclusion of children with SEND.
A formal Early Years qualification, such as QTS or Level 3 or above in Childcare/Early Years, would be advantageous, although strong candidates without this qualification will also be considered.
Office & Administration Management
- Take responsibility for the effective day-to-day running of the Club Excel Head Office.
- Oversee key administrative processes and ensure tasks are completed accurately and within required timescales.
- Maintain effective office systems and identify opportunities to improve processes and efficiency.
- Support the management of bookings and customer records on Club Excel's systems.
- Oversee and respond to customer enquiries where appropriate, including more complex queries or complaints.
- Ensure records, documentation and filing systems are accurate and well maintained.
- Coordinate key administrative deadlines ahead of each camp period.
- Support the preparation and distribution of operational information to venues and managers.
- Ensure Head Office provides effective support to camps throughout operating periods.
- Manage office supplies, resources and other administrative requirements.
- Work closely with other members of the office team and delegate tasks where appropriate.
Payroll, Accounts & Finance Administration
- Coordinate the preparation and processing of payroll information.
- Ensure staff hours, rates and relevant payroll information are accurate before submission.
- Respond to staff payroll queries and investigate discrepancies where required.
- Manage the preparation and processing of invoices.
- Oversee supplier invoices and ensure they are appropriately recorded and authorised.
- Support payment administration and maintain accurate finance records.
- Monitor outstanding invoices and payments where required.
- Assist with reconciliations and provide information to the company's accountants and finance advisers.
- Maintain appropriate financial documentation and records.
- Support the Directors with other finance administration as required.
Camp Operations & Quality
- Work closely with Area Managers and Camp Managers before and during each school holiday period.
- Visit Club Excel venues during operating periods to monitor standards and provide management support.
- Help resolve operational, staffing and administrative issues as they arise.
- Ensure managers have the information and resources required to operate effectively.
- Support the consistent implementation of Club Excel policies and procedures across venues.
- Contribute to operational planning ahead of each camp period.
- Participate in regular management and operations meetings.
- Identify recurring operational issues and develop practical solutions to improve efficiency and quality.
Safeguarding, Compliance & Health & Safety
- Maintain a strong understanding of Club Excel's safeguarding responsibilities.
- Ensure safeguarding procedures and safer recruitment requirements are followed consistently.
- Immediately escalate safeguarding concerns in accordance with company policy.
- Support compliance with Ofsted, EYFS, Health & Safety and other relevant requirements.
- Ensure policies, procedures, risk assessments and required documentation are maintained appropriately.
- Promote high standards of welfare, conduct and professionalism throughout the organisation.
- Support managers in maintaining a safe and inclusive environment for children and staff.
About You
We are looking for someone who is:
- Highly organised and able to manage multiple workstreams simultaneously.
- Comfortable taking ownership and responsibility for important business processes.
- An experienced administrator with strong attention to detail.
- Confident managing people, staffing issues and competing priorities.
- Able to work independently and make sensible decisions.
- Professional and confident communicating with staff, parents, managers and external organisations.
- Comfortable working within a busy, fast-moving environment.
- Strong with systems, spreadsheets and administrative processes.
- Numerate and confident dealing with payroll, invoicing and financial administration.
- Calm and solutions-focused when dealing with operational problems.
- Proactive and able to identify issues before they become problems.
- Someone who enjoys improving systems and ways of working.
- Comfortable working as part of a small senior team where everyone is expected to be hands-on when required.
Experience
Previous experience in some of the following areas would be particularly valuable:
- Operations management
- Office management
- HR or staffing administration
- Recruitment
- Payroll administration
- Accounts or finance administration
- Early Years or childcare
- Education
- Holiday camps or children's activities
- Ofsted-regulated environments
- Managing a seasonal or part-time workforce
We recognise that candidates may not have experience across every part of this varied role. We are particularly interested in people with strong organisational and management skills who can demonstrate the ability to take ownership, learn quickly and manage complex processes effectively.
Qualifications
A formal Early Years qualification such as QTS, Early Years Teacher Status or Level 3 or above in Childcare/Early Years would be advantageous but is not essential.
Relevant qualifications in business administration, management, HR, finance or similar areas would also be welcomed.
Working Pattern
This is a full-time role primarily based at our Head Office in Mill Hill.
Club Excel operates during school holidays across multiple venues throughout London and the South East. The successful candidate will therefore be required to visit camp venues periodically during operating periods.
The nature of the business means that school holiday periods are particularly busy, and flexibility during these periods is important.
Why Join Club Excel?
This is an opportunity to take on a significant role within an established and growing organisation.
You will have considerable ownership over your areas of responsibility and the opportunity to improve systems, shape processes and play an important role in how the organisation develops.
The role offers an unusual level of variety, combining people management, operations, Early Years, administration and finance within a friendly and fast-moving environment.
Safeguarding & Equal Opportunities
Club Excel is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment.
The successful applicant will be required to complete an Enhanced Disclosure and Barring Service Check and appropriate safer recruitment checks.
Club Excel is committed to equal opportunities in employment.
The amendments to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (2013 and 2020) provide that when applying for certain jobs and activities, certain convictions and cautions are considered protected. These do not need to be disclosed to employers and, if disclosed, cannot be taken into account. Guidance regarding whether a conviction or caution should be disclosed is available from the Ministry of Justice.
This job description is not exhaustive, and flexibility will be required to meet the needs of the organisation.
Job Type: Full-time
Work Location: Primarily in person
Work Location: In person
