Office Administrator Job Description

More About The Role

Responsible to the Company Director, this role will see you undertaking the administrative activities that facilitate the smooth running of our Head Office and childcare settings.

You will be responsible for the upkeep and maintenance of our small head office, ensuring the facilities are in place that enable the smooth running of the business functions, and that we are complying with relevant health and safety and insurance requirements.

You will act as the main point of contact for the Parents and Carers who use our services, assisting them with their bookings, dealing with their queries and responding to any complaints. In addition, you will support the Playscheme Managers with the administrative tasks required to deliver and maintain an excellent childcare service.

We are ideally looking for someone to work between the hours of 10:00 and 16:00 however can be flexible on this. Our priority is that the post holder is available to support Playscheme Managers should they have any queries once the afterschool session begins, between 14:30 and 16:00. 

The majority of work will be completed within term-time and we expect work over the school holidays to consist of one day per week in order to maintain our generic email inbox and phoneline. There may be a need for this to increase in the weeks directly preceding and following the start and end to a half term. 

More detail on the key responsibilities, the type of person we're looking for, and our application process can be found below.

Key Responsibilities

  • Act as the first point of contact for queries from parents/carers of the children attending our childcare settings.
  • Support Parents/Carers and staff with the use and management of our online booking system.
  • Ensure the safety of the office including, but not limited to; regular cleans, ensuring effective use of space, organising PAT testing, managing Fire Drills and compiling and reviewing relevant risk assessments.
  • Manage and maintain online and offline filing systems.
  • Manage the maintenance, safety and security of our company vehicles.
  • Organise and maintain the relevant insurance policies required for the running of the business.
  • Order and manage stock levels for stationary, IT equipment, cleaning equipment, first aid supplies and office refreshments.
  • Work in conjunction with our IT suppliers to manage and maintain IT and communication equipment.
  • Manage our phone lines and generic email inboxes, dealing with and responding to queries and complaints.
  • Organise and manage appropriate confidential waste disposal.
  • Develop and implement new administrative systems in order to create efficiencies in the running of our business systems.
  • Effectively manage associated budgets and report on expenditure.
  • Organise regular meetings with other administrative staff, Playscheme Managers, Deputies and Playworkers ensuring minutes are accurately taken and effectively shared.
  • Undertaking administrative tasks on behalf of our childcare settings as and when required, such as photocopying or printing activities or information.
  • Manage relationships with key stakeholders including but not limited to; the office landlord, facilities suppliers, staff, parents/carers and our partner schools.
  • Act in accordance with current legislation, policy and procedure in relation to the delivery of the business needs
  • Perform other duties as requested by the Senior Management Team.

Person Specification

Essential
  • Qualifications
    • No essential qualifications required
  • Experience
    • Customer service
    • Record management
    • Stock management
    • Database management
    • Office maintenance
  • Skills
    • Excellent organisational and time-management skills
    • IT literate
    • Excellent interpersonal, verbal and written communication skills
    • High attention to detail
    • Self-motivated and flexible
    • Ability to prioritise and work under pressure
    • Negotiation and relationship-building skills
  • Knowledge
    • Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, Publisher, 365)
    • Understanding of the Data Protection Act and GDPR
    • Understanding of Safeguarding and types of abuse
  • Values
    • Reliability
    • Commitment to equal opportunities
    • Committed to safeguarding and promoting the welfare of children and young people
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Desirable
  • Qualifications
    • Degree or equivalent qualification
  • Experience
    • Customer service in management role
    • Working in the childcare industry
    • Budget management
    • Relationship management
  • Skills
    • Creativity, imagination and inventiveness
    • Teamworking and leadership skills
    • Project management skills
  • Knowledge
    • Awareness of the Early Years welfare requirement
    • Understanding of the Playwork Principles
    • Comprehension of Ofsted requirements
    • Understanding of the Childcare Act 2006
  • Values
    • Passion for business development