Thursday, 29 June 2017

St Nicholas Job Vacancy - Office Administrator (Maternity Cover)

Job Vacancy –  Office Administrator (Maternity Cover for 12 Months)
An opportunity has arisen within our busy ‘Early Years Setting’ for an ‘Office Administrator’  (start date to be confirmed)
Please send your CV to Mrs Caroline Hughes, St Nicholas Pre School and Nursery, The Community Centre, Fallowfield Road, Colchester, Essex, CO2 9LL either by hand, by post or by email:
Telephone: 01206816597    Website:
Working Hours –  Monday to Friday 08.45am – 3.45pm (Term time only) will be required to attend team meetings to take minutes on either a Monday or a Wednesday evening from 3.45pm – 5.30pm at least once every half a term. Salary: To be discussed at interview           
Office Administrator – Job Description
Requirements:  - Be computer literate and be familiar with Microsoft Office Applications such as Windows 8.1
·         Hold a current driving licence or have access to a car and driver (would be required to use own car) expenses paid for this
·         Must be numerate as accounts is part of the job, such as, taking fees and recording them in the fees book
·         Must have a good standard of English as will be required to add information to the web site, type letters, respond to emails
·         Must have experience of working in an ‘extremely busy reception office’ and must have experience of working ‘front of office’
·         Desirable but not essential - An understanding or experience of  working within an ‘Early Years Setting’

·         Working Hours: Term time – Monday to Friday 08.45am – 3.45pm with a 20 minute lunch break
Expected Duties:
·         To liaise with the settings manager, in her absence the deputy manager and the board of trustees
·         Carry out visitor duties in a professional, friendly, welcoming and courteous manner ensuring access control is strictly adhered to
·         Maintain children’s files, staff files, waiting lists, health and safety check lists, registers, training files and any other files as set up by the manager
·         Ensure strict confidentiality of documents and information is maintained at all times
·         Receive fees from parents, by cash and credit cards and ensure all monies are correctly accounted for and banked in a timely manner
·         Sort resource monies, uniform monies, book people monies and any other monies as set by the manager
·         Ensure all bills and invoices received are checked for accuracy and relevance prior to passing to the authorised officer for signature
·         Preparation of letters to parents and other organisations as required by the settings manager, including photocopying, distributing to classrooms and posting letters and parcels
·         Maintain the property book, ensuring that all items are correctly registered and the required periodic checks are undertaken
·         Liaise with building services for repairs and maintenance and report faults including BT telephone and broadband faults
·         Answer telephone calls in a courteous manner ensuring messages are taken and dealt with and shared with the relevant personnel as appropriate – this includes monitoring emails and faxes
·         Be responsible for the resource cupboards and maintaining the office equipment such as the photo copier and computer – to request engineer support when needed
·         Be familiar with health and safety issues
·         Be familiar with the policies and guidelines set out by Essex County Council and OFSTED for child care and education settings
·         Maintain the settings website and collect information from the classrooms to add to the website
·         Support the manager in maintaining and updating the class lists and the waiting lists
·         Book in registrations and settling in sessions in the office diary and prepare the registration packs and give out to new parents
·         Give out the return to work forms to all staff if they have been absent and return the completed form to the manager
·         Regularly check the emails and delete all emails from unsolicited companies and ensure the manager is informed of any urgent emails
·         Be responsible to order and cancel the milk delivery and complete the milk returns for funding on a monthly basis
·         Prepare adverts for job vacancies with input from the manager
·         Maintain the staff personal files
·         Ensure the staff contracts are correct and given to the manager to give out to new staff members
·         Relevant checks will be undertaken including a clear DBS check and two references for the successful applicant
·         Carry out any other tasks or duties as asked by the Manager or Deputy Manager and the Board of Trustees
Dress Code:
Smart appearance

No Jeans or leggings

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