[ref. c98821] Operations and Admissions Administrator

The nursery is linked to Cameron Vale School which provides additional support. We are looking for kind, caring and organised team members who will love being part of our amazing team.

The Chelsea Nursery Administrator:

Office administration and Admissions

Health & Safety

HR

Nursery support

Line Manager - Head of Nursery and Cameron Vale School Operations Manager

1. 6 weeks annual leave

This role will be covered by two people to ensure that the nursery has support throughout the day and a handover period.

Overview

This is a key role to oversee the smooth running of The Chelsea Nursery covering a broad range of administrative functions.

The role reports on a daily basis to the Head of Nursery with a direct oversight from the Operations Manager and senior leadership team.

• Excellent customer service, providing a positive welcoming atmosphere for parents, children, visitors, suppliers and staff, both in-person and via telephone
• Answer all telephone calls, pro-actively following up and actioning requests and information
• To organise and diarise visitors for the nursery (this includes new perspective parents or outside agencies)
• Manage any parent/carer issues or concerns in a timely manner, escalating any issues to the Head of Nursery as necessary
• Ensure effective communication with staff and families through participation in staff meetings, parent’s evenings and any further events held by the nursery
• Ensure excellent presentation of the nursery welcome area, providing hospitality as needed
• Manage all deliveries and post in a timely fashion

• Respond to enquiries from prospective parents via telephone, web enquiry and email.
• Collate and track all enquiries, using iSams, Blossom and following the Forfar Admissions Process
• Organise admissions events including open mornings, messy play
• Manage the nursery website to ensure that the information is up to date and reflects current activities and information
• Book in tours for prospective parents and be the welcoming face as they arrive
• Manage and execute the registration/admissions process into the nursery, promptly communicating with parents and keeping track of processes
• Undertake accurate word processing and database entry – family details and sessions required – to the required standards using Microsoft Office, Blossom and iSams
• Maintain children’s admissions records, scanning and saving appropriate documentation
• Share funding information with parents as appropriate and collate parent declaration forms for funding claims

• Be responsible for the smooth running of the building, understanding how all systems work
• Control and manage waste contracts
• Manage and track repairs and maintenance requests with the Operations Manager
• Ensure all H&S

• Organise and maintain personnel records
• Update internal databases of staff information (eg record sick or maternity leave)
• Maintain records of staff qualifications and training including first aid qualifications, fire training and DSL qualifications ensuring these are kept up to date
• Organise first aid training and other CPD as required
• Assist the Head of Nursery with the collation of payroll information (overtime and absences) each month to share with the Operations Manager
• Support the process and recording element of safer recruitment, seeking references, initiating DBS checks and following safer recruitment guidelines in support of management.
• Post adverts to indeed or other platforms that the nursery may use and manage applications as directed by the Head of Nursery

• Review any Nursery policies and participate in the development of the relevant policies and procedures.
• Ensure all policies are uploaded to the nursery website and Every as required
• Create reports and Data
• Maintain other aspects of administration and children’s admissions records and liaise with
• Undertake general secretarial, clerical and administrative duties, including providing agendas and minute taking at meetings and subsequent circulation to staff. Manage the diary of the Head of Nursery, arrange meetings, prepare, and distribute documents and other information.

Qualifications:

• Manage and control nursery stock (working with the Nursery Management team)
• Responsible for the proper and effective use of PC and other office equipment as provided to assist in the execution of duties
• Responsible for the proper use and safekeeping of data and record systems both manual and computerised
• Adhere to all The Chelsea Nursery and Cameron Vale policies and procedures
• To support the commitment to safeguarding children by following the Safeguarding Children Policy & Procedures and the guidance from the Local Authority Safeguarding Children’s Board (LSCB)
• Respond appropriately to issues regarding confidentiality
• Attend staff meetings and training sessions necessary for continuing professional development
• Actively participate in all self-development activities including appraisals and supervisions
• Ensure good liaison and communication between the Nursery and all other professional workers in order to promote the best interests of the child
• To be flexible within the working practise of the nursery and be prepared to help where needed; including undertaking domestic jobs within the nursery e.g. Preparation of snacks, cleaning equipment, helping with lunch, covering breaks, putting bins out etc.
• Any other duties as required by the nursery leadership team within the scope and spirit of the role
• Maintain confidentiality in accordance with prescribed protocols and legislation.

• Strong organisational skills and attention to detail
• Proficiency in Microsoft Office Suite
• Experience in administrative tasks
• Excellent communication and interpersonal skills
• Ability to work collaboratively in a team environment
• Familiarity with nursery operations and admissions processes is a plus

Expected hours: 20 – 30 per week

Benefits:

• Company events
• Company pension

Schedule:

• Flexitime

Expected start date: 14/04/2025