Nursery Fees Administrator

Nursery Fees Administrator

Full-Time, ALL YEAR ROUND. Mon-Fri 8.30am to 5.00pm - £28,500 - £30,000

This standalone role requires full ownership of the fees and funding process, with opportunities to enhance and improve it. The successful candidate will be part of a bigger team who work together.

As Fees & Funding Administrator, you will manage the sales ledger and debt collection for our group of eight nurseries. You will work closely with local authorities, nursery management and parents to ensure accurate funding claims and payments. After the nursery manager, you will be the first point of contact for parents and support the nursery manager with any questions or queries.

You will be integral to the nurseries credit control management, must have the ability to create great customer relations for both internal and external customers and able to demonstrate an excellent attention to detail in all that you do.

Work Environment:

This position is based full time in our Head Office, which consists of a team of 10 people, and you will be part of the Finance team.

Key Responsibilities:

• Manage the sales ledger and debt collection, ensuring timely payments via management system.
• Support nursery managers with finance queries and overdue lists following procedures and processes.
• Maintain strong relationships with parents and internal teams.
• Process invoices, payment plans, and fee reminders.
• Reconcile funding allocations and support funding claims.
• Manage deposits, registrations, and refunds.
• Update the management system with fee changes.
• Handle month-end duties and assist the Finance Manager.
• Download and reconcile bank statements
• Any other financial duties that may be deemed appropriate to the role

What can we offer you?

• A competitive salary with regular reviews

• Workplace pension

• Employee Assistance Programme – available from your first day of employment

• Extra Birthday/Wellbeing Day as an annual gift *
• Bupa health care package *
• 50% discounted childcare fees *
• FREE Monthly Staff Prize Draw
• Retail discounts
• Free parking at Head Office
• Referral bonus when you recommend a staff member or a family to the nursery *

Essential Criteria:

• Strong communicator with excellent interpersonal skills and the ability to build positive relationships.
• Customer-focused, resolving queries to enhance satisfaction.
• Proficient in Excel, data management, Word, and Outlook.
• Strong numerical and problem-solving skills.
• Ability to meet deadlines with high attention to detail.
• Self-motivated, managing fee collection independently.
• Ensures accuracy and compliance in financial records relating to fees and funding.

Desirable Criteria:

• Finance / credit control experience
• Experience working in a similar role for a nursery group / setting
• Knowledge of the Famly system
• Knowledge in dealing with Local Authorities

We embrace everyone. Our goal is to create a truly inclusive culture and diverse workforce.

Hungry Caterpillar Day Nurseries is dedicated to safeguarding and promoting the well-being of children and young people and expects all staff and volunteers to share this commitment. This is in line with updated Keeping Children Safe in Education (KCSIE) 2024 Guidance. Safeguarding training is a fundamental part of every role. All colleagues are required to complete regular training to ensure they understand and fulfill their responsibilities.

This post is exempt from the Rehabilitation of Offenders Act and does require a Disclosure Barring Scheme check. Applicants must be prepared to disclose any convictions they may have and any orders which have been made against them.

Applicants must be willing to undergo child protection screening, as all new staff will be subject to enhanced DBS clearance, identity checks, qualification checks and employment checks to include an exploration of any gaps within employment, two satisfactory references and registration with the Disclosure and Barring Service (DBS).

Job Types: Full-time, Permanent

Pay: £28,500.00-£30,000.00 per year

Ability to commute/relocate:

• Uxbridge UB9 6EJ: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Do you drive?
• Are you able to work full-time all year round?
• Do you consent to us keeping your application details in our secure talent pool to contact you about suitable roles for up to 12 months? This is optional and won't affect your current application. You can withdraw at any time by emailing

Work authorisation:

• United Kingdom (required)

Work Location: In person