Nursery Administrator

6 months ago

London, United Kingdom Early Education Centre Full time

Nursery Administrator

Role
- Effectively manage the day-to-day administration of the nursery, under supervision of the Business Manager
- Provide administrative support to the Manager and staff on a day-to-day basis.
- Take responsibility for the day-to-day finances of the nursery including managing assigned areas of budgets to ensure financial efficiency and accountability
- Monitor accounts receivables and reconcile with actual income received to ensure the nursery is in credit for the services they provide
- Regularly report to the Business Manager

Specific Responsibilities

Administration
- Ensure children’s files are complete with all relevant documents in place.
- Ensure all new admission queries are logged in the enquiry spreadsheet
- Regularly update children's emergency contact details to ensure all new starter children’s details are included in the report
- Produce weekly attendance registers using the nursery management software. Liaise with nursery staff to ensure children’s holidays/absence are recorded in the nursery management software correctly so that the weekly register is an accurate reflection of children expected to attend any given week
- Maintain electronic archive of relevant scanned/saved documents for all children leaving the nursery, for up to 3 years. Safely dispose of the archive of the appropriate yar at the beginning of each academic year.
- Ensure accident and incidents forms are collated and recorded accurately into respective monitoring spreadsheets and on the nursery management software
- Collate staff attendance data every week. Use this to update Famly with staff sickness, holidays and absences as well as populating staff sickness and absence monitoring spreadsheet on a weekly basis
- Liaise with the nursery manager to place weekly grocery order
- Take responsibility for managing office equipment and stationery cupboard organised
- Maintain weekly registers in Famly, taking into account any request for change in session time/days, and archive registers at the end of every week (if printed). Securely dispose of archived registers after a 12-month period (if printed)
- Assist Business Manager in collating staff daily signing in sheets and preparing monthly attendance and absence record spreadsheet.
- Collate completed accident/incident forms and input data in Famly.
- Run monthly accident and incidents reports and share them with Nursery manager and deputy for analysis
- Collate completed risk assessments and file them in an organised manner
- Maintain an inventory of office equipment and stationery, cleaning consumables, nursery furniture and equipment. Liaise with Nursery manager and Business Manager for any orders
- Keep staff, parent and office notice boards up to date with latest information i.e., updated staff training sheets, latest staff certificates, up to date key person list, notice for parents etc
- Ensure telephone calls are answered in a professional manner as per nursery policy, provide accurate information relating to the nursery, take messages and where appropriate, redirect calls to appropriate members of the management team
- Ensure post boxes are checked every day and letters are forwarded to appropriate colleagues
- Manage nursery dropbox shared folder so there are no duplicates, obsolete documents
- Folders should be clearly labelled and organised

Finance
- Ensure accurate details are Maintained in our database Famly, entering new starters, booking patterns, leavers and room moves.
- Prepare correct booking pattern ready for invoicing on 15th of the month
- Create credit control spreadsheet
- Allocate payment received in Famly
- Collate 9 months FEEE, 2yr FEEE Codes and EYPP eligibility. Remind parents to provide 30 hours FEEE codes & updated 30 hours code every 3 months. Log all codes in children’s files.
- Give and collect parents’ declaration forms once a child becomes eligible to the funding.
- Collate all receipts from manager when Go Henry card is used. Log all expenditures
- Maintain budget spreadsheet

HR
- Ensure all new employees receive a copy of the nursery policies and procedures handbook
- Create and organise staff files in filing cabinet
- Ensure staff files are regularly updated with most recent supervision and appraisal documents, recently attended training certificates and any disciplinary documents
- Scan and electronically archive key documents from leaving employee files for a period of 3 years
- Update DBS spreadsheet once received.
- Assist staff members to join DBS update services once DBS is received
- Maintain absence records and create warning letters to be given to the nursery manager
- Maintain Holiday booking spreadsheet

Premises
- Maintain a log of repairs and maintenance requirements
- Liaise with Business Manager to ensure any reactive maintenance work is carried out as soon as possible
- Liaise with Business manager to ensure scheduled maintenance such as Fire extinguishers, Fire or intruder alarm, Pat t

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