Nursery Office Manager

Nursery Office Manager

Responsible to: Nursery Finance Director

Hours of work: Full-time permanent (40 hrs per week)

We are an established nursery in Chessington offering flexible hours to families as well as 6 acres of outdoor space for children to learn and grow. We are currently looking to hire a full time Nursery Office Manager to join our team!

The Nursery Office Manager is a vital part of the Acorn to Oak Nursery and Preschool central team. Acorn to Oak is committed to our responsibilities and requirements for safeguarding - this post is exempt from The Rehabilitation of Offenders Act 1974 as the position involves working within the close proximity of young children. The post holder will be required to undertake an enhanced DBS disclosure. NOTE: Cost of the DBS is reimbursed after passing probation. The DBS is done through the nursery and therefore you do not need to obtain a DBS prior to applying.

The Nursery Office Manager is responsible for supporting the Nursery Office Manager to maintain standards in administration, follow Acorn to Oak procedures, communicate pleasantly with customers and prospective customers and generally to carry out all assigned office, administrative and IT tasks. A good working relationship with the Manager and Deputy Manager is therefore very important and this role is an important part of the day-to-day running of the setting.

Areas of Main Responsibility

The Nursery Office Manager will carry out a range of administrative tasks in relation to the running of the nursery. These can range from booking settling sessions, setting up new children’s folders, liaising with parents and staff, room transitions and a variety of administrative tasks. It also involves managing website and social media content to attract potential parents to the nursery.

The following is a detailed list of the tasks to be carried out by the Nursery Office Manager:

Working closely with Nursery Management

Adding new children to registers and systems which includes:

· Ensuring new parents pay the non-refundable registration fee prior to adding children to the systems.

· To ensure that all new children have booked settles 1-2 weeks prior to their start date. Communicate with their parents in regards to what to expect when arriving at the nursery and answer any questions they may have.

· Filing all paperwork as required in the child’s folder.

· Answering any questions from parents by using a proactive approach prior to their child starting.

· Adding child to nursery software systems.

Ensure new children have dietary requirements, such as health care plans and tent cards, prior to starting as directed by the Nursery Manager.

Maintaining a comprehensive new customer enquiry management system to allow for tracking potential new sign-ups.

Maintaining up-to-date key person listings on nursery software systems (Connect, Famly).

Office diary management.

Providing clear and concise communication with parents in regards to children moving up to a new room. Liaising with staff to book settles and then updating key person listing in Connect Management System.

General administrative support (filing, photocopying, laminating etc…).

Uniform for staff and children – maintain appropriate stock to ensure that all staff and children have appropriate uniforms.

Ensuring stock levels are adequate at all times and maintaining an organised stock system.

Compiling and sending out the monthly newsletter via Connect Management System Comms / Famly comms and adding to the nursery website.

Maintaining an up-to-date list of Paediatric First Aiders.

Maintaining an up-to-date DBS list.

Updating the staff board with names and pictures when staff leave and when new staff begin employment.

Maintaining up-to-date staff files that include their right to work, interview information, suitability documentation, references and qualifications at a minimum.

Maintaining children’s folders with documentation such as parent contracts and registration, allergy forms, medical information and authorised to collect information. Other documents may need to be added on a case-by-case basis.

Updating permissions, address changes and any other items in Connect Management System as required.

Updating allergy and health information in Connect/Famly as needed.

Helping to create templates such as supervisions and appraisals.

Creating new and updating Docusign templates, sending out Docusign documents to staff and parents as necessary.

Any other administrative tasks required by the Nursery Finance Director.

Maintaining the Xerox printer including checking the automatic ink levels and logging in via IP address if any changes are needed.

Working with the nursery manager to manage staff rotas and staff ratios which includes:

· Adding and removing staff to allocated shifts

· Creating new rotas

· Analysing ratios months in advance to determine any shortages or overstaffing

· Marking staff off when sick

· Updating staff working time patterns on BrightHR

Maintaining up-to-date information in BrightHR including:

· Staff rotas

Working time patterns

· Creating new working time patterns

· Creating new staff accounts and removing terminated staff

· Updating any employment contract changes to reflect in staff annual leave entitlement

· Working with the Finance Director and Nursery Manager to ensure that all absences are added promptly and accurately

· Generating Bradford factor reports when requested by the Nursery manager

· Maintaining and updating annual leave requests

· Sending urgent notifications to staff as needed.

Recruiting new staff safely by implementing a Safer Recruitment program by:

· Sending conditional job offers with calculated salaries as directed by the Nursery Finance Director.

· Taking passport and other identify information required to submit a DBS application.

· Prompting staff to submit their DBS and performing an identity check on them.

· Obtaining and emailing references as well as filing them when returned

· Maintaining an up-to-date staff tracker for safer recruitment.

· Sending Docusign forms to new staff

· Creating and sending new staff contracts via Docusign.

Sending out staff / parent comms as needed by the nursery management team.

Updating all nursery displays as necessary.

Maintaining a robust health and safety program including:

· COSHH

· Risk Assessments

· Policies

· Assisting with the fire program

Assisting the Nursery Finance Director with childcare funding claims as directed.

Generating lists of parent permissions specifically for social media.

Filming for social media.

Responding to parent emails including when children are off sick.

Marking children off sick on registers as required.

Sending previous staff factual references promptly when requested.

In charge of purchasing for the nursery and office via Tesco, Amazon and Sainsburys.

Updating children’s booking patterns in Connect as required.

Setting up parents’ evening booking systems.

Organising sports day and preschool graduation with the nursery management team and assisting with items such as awards and certificates.

Booking staff on training as required.

Updating Cool Milk and NMRU registers each month by adding attendance data.

Desired Skills:

Knowledge of nurseries and other early year settings.

Knowledge of the EYFS.

Experience with rotas / staffing.

Stock control experience.

Essential Skills:

Extremely literate with computers and other IT systems

Knowledge in Google and Microsoft cloud services (Google Drive, One Drive, Workspace etc...)

Office 365 (Word, Excel)

Adobe Acrobat

Ability to work in fast paced and exciting environments

Excellent command of spoken and written English - at least a grade C or 5 (or above) in English and Maths GSCEs.

Job Type: Full-time

Salary: £32,000.00-£40,000.00 per year

Benefits:

• Company pension
• Employee discount
• On-site parking

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus scheme

Ability to commute/relocate:

• Chessington: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 01/05/2023