Office Administrator

2 weeks ago

Stockport, United Kingdom Little Giggles Private Day Nursery Full time

**Little Giggles is seeking a highly motivated and organised individual to work within it's Great Moor Nursery Reception.**

**Hours - Alternate early and late shifts 07:30-17:00 or 08:45-18:00**
**Experience - Five years administration experience essential**

**Salary - Starting at £20,000**

**Guaranteed week off at Christmas each year**

**Key responsibilities include but are not limited to**:

- Processing new customer details to include inputting on the in-house connect software, ensure all details are correct, child’s records are filed and in order and the correct paperwork given to the child’s room leader
- Ensure all sessions are booked on the system in a timely manner and before that session is due to take place except in case of emergency care, in which case they will be entered as soon as booked and the relevant room advised.
- If a parent rings in to report their child as absent, inform the relevant room of this so they can mark the child as absent on the system.
- Answering inbound sales inquiries
- Taking card and monetary payments
- Contacting existing customers to ensure that their account, and all relevant information, is up to date
- Record and enter cash and credit card receipts as well as bank transfers
- Matching invoices to receipts from goods inwards and requisitions from purchasing, checking price.
- Liaise with buyers for credit notes.
- Raise manual invoices and credit notes.
- Liaise with accounts department over all aspects of client accounts.
- Chase overdue accounts in line with policy
- Process all child absence record at the office, ensuring data protection is followed and all forms are signed and filed within a 5 day period
- Ensure the office and reception area are kept neat and tidy at all times
- Ensure all displays within the reception area are current and up to date
- Hand letters out to parents on a daily basis in person in case of any queries
- Add new staff members to the in house connect software ensuring all fields are completed including qualifications, DBS records and safeguarding
- Activate parentzone accounts upon new signups
- Scan all invoices on a day to day basis
- Ensure all forms of communications are handed out to staff as and when required
- File all paperwork on a daily basis
- Bank all monies/cheques weekly on a Friday
- Update and record petty cash
- Liaise with the nursery manager daily with any problems, concerns or communications
- Ensure all deliveries are logged on the nursery resources list and taken to the relevant room leader
- Communicate all complaints / queries in a timely manner to the nursery manager or deputy manager
- Keep regular communication with the nursery owner, manager and senior accounts staff
- Keep nursery debt below 10% of the monthly income at all times
- Keep a daily log of all inquiries and workload in an office diary accessible by all management
- Inform rooms of all settles you have booked in, make sure they have the relevant paperwork and mark in the diary who you passed this information too.
- Ensure all suppliers are paid promptly and without delay

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