Person Specification

• Excellent communicator

• ICT skills including desktop publishing

• Excellent organisational ability

• Administration skills

• Team working skills

• Effective time management

 

Qualifications and Training

• ICT skills: office suit, publisher

 

Experience

• Previous experience in customer service

• Previous experience in an administrator’s role

 

Purpose

• To ensure the highly effective ongoing administration of Red Balloon.

• To support primarily the Management team with administrative tasks.

 

Reports To

• Senior Management Team including the Owners, Group Manager and Nursery Manager.

• Annual performance appraisals to be conducted by the Group Manager and Nursery Manager

• Required to attend general team meetings & some annual events (list to be supplied)

 

Tasks & Responsibilities

Ongoing

General

• Primary telephone response

• Verify identity and admit and sign in visitors

• Accept deliveries

• To keep staff photo board up-to-date

• To keep staff plan up-to-date

• To print brochures

• To respond to enquiries and capture data

• To follow-up  on enquiries

• To print and maintain welcome pack literature

• To work with Abby to manage the waiting list and offer space when available

• Ad hoc Clarion call messages to parents

• To assist in the smooth running of the office equipment making service calls and ordering consumables when needed.

• Assist in updating and maintaining the company letterhead across all documents

• To prepare and deliver recruitment posters and cards to local retail outlets

 

Child/Parent information and database management

• To ensure all starters submit the necessary permissions, contact and health information, track and chase where necessary

• To keep ClarionCall up-to-date

• To keep NurseryCam up-to-date

• To keep Parenta and emergency contacts up-to-date

• To keep Tapestry up to date

• Issue and delete FOBs to users

• To make the necessary database changes for room movers

• To ensure all leavers are deleted from databases and filed appropriately

• Filing & filing cabinet maintenance

 

Management of Staff induction paperwork and personnel files

• Prepare offer letters, contracts and induction packs for new starters

• Track and ensure all relevant forms are returned, copied and filed in the appropriate place

• Update and maintain staff databases – Parenta, Clarion, Accounts, Facebook

• Apply for references and chase where needed

• Take a record of ‘proof of right to work’

• Apply for DBS Clearance, record DBS numbers and dates and submit PPP

 

Weekly Tasks

• Room registers

• Weekly Newsletter

• To work with management, kitchen, HORs to agree editorial and write and design a 7 page newsletter

• Print menus

 

Monthly Tasks

• To review the maintenance schedule and to arrange servicing / safety checks etc as required

• Stationery order

• Children’s Birthday cards

• Waiting list review

 

Termly Tasks

Manage extra-curricular activities for the nursery

• To be the main point of liaison between the nursery and the providers

• To create and distribute the termly sign up form for parents

• To create and update the registration list for all activities

• To collect or manage payment and chase where needed.

 

Random Tasks

• To produce certificates as required e.g. Excellence Awards / Sports Day

• To design and produce event marketing collateral as needed – parties, graduations, nativity etc

• To design and produce other ad hoc internal marketing collateral

• To update and edit policies and procedures

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Annual Schedule of Tasks

January

• Update all parents contact details

• Send feedback forms out to schools of recent leavers

 

April

• Update all staff contact details

 

May

• Print reports from Tapestry for parents evening

 

June

• New child starter packs

• Graduation scrolls

• ClarionCall transition prep

• WebCam transition prep

 

July

• Sports Day programme

• School leavers files to new settings

 

September

• Issue emergency contacts

• ClarionCall finalisation

• Webcam finalisation

 

November

• Archive Leavers, cancelled, staff files, newsletters etc

 

December

• Nativity programme

• Print and send Christmas cards to external contacts schools, suppliers etc.

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