Job Description – Office Administrator



Job Description

Office Administrator

Responsible to: Nursery Manager

Salary: £11,232 pa

Working hours: 30hrs pw Monday to Friday 8am-2pm or 12pm-6pm alternate weeks

Summary of Role:

Our office administrators are the first point of contact for all nursery visitors, providing a welcoming and professional image. A high standard of interpersonal skills, including the ability to be tactful and diplomatic and the ability to deal with all age groups are essential.

The capacity to work alone, under pressure and to manage a high volume of telephone calls and interruptions is required. Attention to detail and good presentation skills are essential.

The office administrator will run the office efficiently and support the Nursery Managers within Children and Families Ltd. Excellent customer services skills and a commitment to the business aims of the nursery are required. Qualifications or experience in the childcare sector are desirable.

Duties & Key Results Areas:

General

• To support the Nursery Managers

• Team work

• Liaison with parent/carers

Administration

• Administration for all settings

• Milk returns

• Recording contacts

• Maintaining registers on the nursery management software

Accounts Records/Finance

• Petty cash

• Issuing receipts for fees

• Liaison with colleges re student fees/Care to Learn

• Completing/chasing payments

Orders

• Ordering groceries, resources, stationery and uniform

• Monitoring and ordering nursery toiletries

Office Duties

• Telephone, typing, post, filing, photocopying, laminating

• Operating nursery management software

• Production of invoices

• Compilation of welcome/enrolment packs

• Maintain websites and Facebook page

• Unlocking and locking nursery office

Staff Support

• Taking minutes at staff meetings

• Maintaining children’s allergies records

• Taking enquiries and ‘fielding’ queries

Customer Relations

• First point of contact with prospective parents/carers

• Making appointments

• Answering telephones and taking messages

Management Administration

• Production of reports to the Chief Executive, company accountant and his assistant

Such other duties which are deemed necessary and appropriate by the Nursery Manager.

Person Specification

Essential

• Experience of using Microsoft Office packages (in particular Outlook, Word and Excel), and the Internet effectively

• Experience of working on own initiative, with minimal supervision

• Good organisational skills

• Excellent communication skills

• A commitment to excellent customer service

• Ability to handle confidential and sensitive information

• Level 2 qualification or equivalent in English and Maths

Desirable

• Experience of working with children and families;

• Qualification in administration and/or management skills

• Trained in child protection and safeguarding of vulnerable adults;

Children and Families Ltd is committed to safeguarding and promoting the welfare of children and vulnerable adults.

All applicants will be thoroughly vetted for their suitability to work with these groups. Applicants for posts that are exempt from the Rehabilitation of Offenders Act will be asked to undertake a Disclosure and Barring Service (DBS) check. Any offer of employment and continued employment will be contingent upon satisfactory vetting results and checks made prior to and during employment where required.

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