Job Overview
Full job description
Nursery Administrator
We are looking for a highly organised and detail-oriented Nursery Administrator to oversee the administrative and financial operations of our nursery. This role plays a vital part in managing child placements, staff records, nursery funding, and bookkeeping tasks, ensuring smooth day-to-day operations.
If you have strong administrative skills, experience in finance or bookkeeping, and enjoy working in a childcare setting, we'd love to hear from you
Key Responsibilities:
1. Nursery Administration & Child Placements
* Manage new starts, ensuring a smooth onboarding process for families.
* Maintain the waiting list, allocating places fairly and efficiently.
* Process session changes, deferrals, and withdrawals, including refunds.
* Handle debt collection processes, working with families to arrange payments.
* Ensure accurate record-keeping and archiving of all placement documentation.
2. Staff Records & Recruitment Support
* Support the staff recruitment process, including job offers, PVG applications, and onboarding paperwork.
* Maintain staff records, including contracts, uniform allocations, and personnel files.
* Process staff updates, including leavers, transfers, and secondments.
* Ensure all staff documentation is up to date and archived appropriately.
3. Funding & Fee Management
* Manage Midlothian and NAMS funding applications, ensuring accurate and timely submissions.
* Maintain overview sheets to track funded places and adjustments.
* Monitor upcoming funded children and liaise with parents on funding entitlements.
* Reconcile funding payments, ensuring correct allocation and adjustments.
* Process nursery fee invoices, tracking payments and outstanding balances.
* Assist with debt collection where necessary, liaising with families professionally.
4. Bookkeeping & Financial Administration
* Oversee day-to-day financial transactions, including fee tracking and bank reconciliations.
* Maintain and oversee Xero or Sage software for financial reporting.
* Provide financial reports and reconciliations for management and accountants.
5. General Office Administration
* Provide day-to-day administrative support to the nursery team.
* Handle correspondence, phone calls, and email enquiries from families and staff.
* Ensure compliance with GDPR and nursery safeguarding policies.
Key Skills & Experience:
Essential:
* Previous administrative experience, ideally within a nursery or education setting.
* Experience in child placement management and funding applications.
* Strong knowledge of basic bookkeeping, invoicing, and financial reconciliation.
* Proficiency in Microsoft Office (Excel, Word, Outlook) and nursery management software
* Ability to communicate professionally and warmly with parents and staff.
Desirable:
* Experience using Xero or Sage accounting software.
* Knowledge of Midlothian/NAMS funding processes.
* Understanding of HR and payroll administration.
Schedule & Hybrid Working:
* Permanent, Part-time role working Monday – Friday (flexible hours considered).
* Initially office-based
Employee Benefits:
Company pension scheme
Wellbeing support and paid wellbeing days
Supportive and friendly working environment
Free onsite Parking
Job Types: Part time, Permanent
Pay: £17,199.00 per year
Benefits:
* Additional leave
* Childcare
* Employee discount
* Free parking
* Health & wellbeing programme
* On-site parking
Schedule:
* Monday to Friday
* No weekends
Work Location: In person
Job Type: Part-time
Pay: £17,000.00-£17,199.00 per year
Benefits:
* Additional leave
* Bereavement leave
* Childcare
* Company events
* Company pension
* Cycle to work scheme
* Discounted or free food
* Employee discount
* Free parking
* On-site parking
* Private medical insurance
Work Location: In person