SURESTART ‘Where Kid’s Come First’ JOB DESCRIPTION Job Title: Day Nursery Finance & Administration Officer Responsible to: Manager Responsible for: N/A Purpose of Job: To manage the day to day financial and administrative operations of the setting in partnership with the Manager and Management Committee MAIN PURPOSE OF THE ROLE: To support the Manager and Committee in the day to day running of the day nursery office; including finance and administrative duties as listed below and to provide an efficient and effective office administrative service to the setting. Key responsibilities and accountabilities Finance • Process financial information/data e.g. invoices, fees, petty cash, purchase orders • Report, manage and resolve debtors • Manage the variety of childcare vouchers, student finance and tax-free childcare • Process funding forms, submitting information and reconciling to parents’ account • Claim termly funding in accordance with Thurrock Borough Council’s Code of Practice • All other administrative tasks relating to Finance, as directed by management HR • Assist with the HR administration and recruitment of staff, including maintaining applicant records, advertisements, job descriptions, job specifications, replying to applicants, invitations to interview, reference requests and induction support • Ensure training and development documentation is completed in a timely manner • Ability to take minutes e.g. at disciplinary meetings and grievances as and when required • Manage the payroll system (including Tax & NICs contributions and the pension scheme) and the inputting of information on monthly timesheets, including absences and holidays • Maintain up to date personnel files in accordance to confidentiality/data protection General • Maintaining accurate and confidential staff, children’s and parent’s records • Process incoming and outgoing mail • Handle communications professionally and promptly with all visitors and prospective parents Keep in regular contact with Waiting List and follow up all enquiries • Manage emails, add appointments, update calendar • Develop good working relationships with setting staff and management personnel • Ability to work in partnership with families, local authorities and professional bodies • Use a Nursery Management System • Ensure efficient administration systems are in place, e.g. recording and filing • Ensure the Equal Opportunities Policy is adhered to at all times • To be responsible for the management of the Setting Manager’s diary, organising and scheduling meetings, training courses etc • Maintain a safe and organised office area with attention to confidentiality • Organise, attend, participate and support where required: staff meetings, conferences, open days, social/setting events, training days ensuring accurate minutes are produced and paperwork is distributed and filed appropriately • Type up and present Setting Newsletters to deadlines • Continually update skills through training especially within ICT • Perform general office duties including: typing; photocopying, filing, stock orders etc • Any other duties as required by management PERSONAL SPECIFICATION Qualifications, experience and personal qualities required: • An innate passion for putting our children and families first • A flexible and enthusiastic manner • Excellent customer service and communication skills and telephone manner and ensure that messages are promptly dealt with • Good level of applied literacy and numeracy • Excellent communication skills, both written and verbal • The ability to multi-task and prioritise work under pressure to set deadlines. • Well-organised and works autonomously with minimal close supervision • Proactive and innovative approach to challenges and ideas, plus strong problem solving capabilities • Flexible and receptive to change • Resilience, i.e. maturity, ability to cope with pressure and difficult people • Ability to influence and negotiate • Able to work on own initiative as well as part of the team • Self-confident with strong interpersonal skills • Willing to acquire new skills and undertake further training when necessary • Strong administration and IT skills; good knowledge of Microsoft Office, Word, Excel, and Moneysoft Payroll.