Front Office Manager (Private Nursery)

Clowns Nursery is committed to safeguarding and promoting the welfare of children and young people, and expects all staff and volunteers to share this commitment.

Job Details

• Job Type: Full Time, Permanent
• Hours: Monday to Friday (8.00am – 5.30pm)
• Salary: Up to £40,000, subject to qualifications and experience
• Start Date: September 2024
• Set holidays: 6 workdays at Christmas, 4 workdays at Easter, 10 workdays in August and bank holidays

Job Description

We are seeking a proactive, committed, and forward-thinking individual to join our long-standing team as Front Office Manager. The successful applicant will be professional, approachable, and efficient with a proven ability to multitask in a busy environment. Previous administrative experience in an education setting is preferred. The ideal candidate will be fun with a warm presence and positive disposition.

General:

• Assist the Senior Management on a range of tasks impacting the effective operation of the Nursery. This includes being a key holder and opening/locking up the nursery, as required.
• Maintain high professional standards of attendance, punctuality, appearance, and conduct.
• In consultation with the Senior Management, proactively seek to resolve parents’ requests and queries promptly in order to maintain a high-quality service.
• Adhere to confidentiality and information sharing protocols, and be aware of the Data Protection Act 2018 in order to maintain records and archive systems in accordance with procedures and statutory requirements.
• Attend all INSET days, staff meetings and nursery events outside of normal hours of work.
• Be committed to the safeguarding of children.

Front Office:

• Ensure the Front Office and Reception area are maintained to a high standard and reflect a professional image.
• Greet visitors on arrival and ensure their requirements are met or enquiries responded to as quickly as possible.
• Ensure that visitors going beyond Reception sign in and out on Visitor Management System, and are provided with security passes to meet the requirements of security and health and safety.
• Receive all incoming deliveries (including post), checking and signing delivery notes, and informing the relevant person in order to keep the reception clear.
• Maintain notices and signs in the reception area and throughout the nursery.

Administration:

• Print and oversee the completion of daily registers.
• Provide an administrative service as required, including word-processing, photocopying, filing, ordering stationery, producing various documents including labels, excel spreadsheets, updating calendars, mail merge letters and any other ad hoc administrative duties as required.
• Ensure that the administration services provided by the nursery are organised, efficient, and that work is completed in a timely manner.
• Manage and monitor main Office mailbox and diary – overseeing initial enquiries, showaround requests, dietary changes, dealing with new business emails etc.
• Operate the main switchboard and clear all incoming calls as rapidly as possible.
• Maintain text database and take joint-responsibility for contacting parents and staff in the event of nursery closures, adverse weather etc.
• Proofread paperwork output to ensure accuracy.
• Input data into Nursery Management Software.
• Support with admissions process including processing registration forms and transferring new starter information to Nursery Management Software and central database.
• Support Operations team with child leavers process.
• Record children’s dietary changes on central database and promptly inform kitchen team.
• Maintain and update nursery website.

Human Resources:

• Support Operations Manager with completion of staff forms: Annual Declaration Suitability to Work, Declaration of Health, Acceptable Use Agreement, Staff Handbook Compliance Paperwork.
• Support the Operations Manager with the maintenance of the Single Central Register and staff profiles on Nursery Management Software.

Person Specification:

• Reliable and adaptable, with excellent interpersonal skills
• Strong time management, multi-tasking, and prioritisation skills
• Enjoys working in a fast-paced nursery environment
• Team-player with a “can-do” attitude and reflective working style
• A skilled organiser with strong attention to detail and a commitment to producing high quality, accurate work
• Ability to devise and implement new administrative systems, and resolve administrative problems

Essential Requirements for the Role

• Further Education qualification in secretarial skills/administration preferred
• Experience of using information management and IT systems as an integral part of previous roles
• A high level of verbal and written communication standards
• A registered DBS certificate on the update service or have adequate documents to make an application

About Us

Clowns Nursery Manor House Pre-School is an exceptional, independent childcare provider located in a beautiful setting opposite Golders Hill Park and Hampstead Heath. To give you a snapshot of who we are and what we do, please take a look at our website.

What We Offer

• Enrolment in the Royal London Workplace Pension Scheme.
• Excellent transport links by road, bus, and rail, with close proximity to the Northern Line.
• Access to professional development opportunities, including 5 full days of bespoke training per year.
• Opportunity to work for an organisation which truly values staff wellbeing, with access to staff wellbeing workshops led by our dedicated Wellbeing Lead.
• A highly supportive Head and an experienced, fun, and supportive long-standing staffing team.

How to Apply

Click here to download the application form, and be sure to visit our website to learn about our ethos and pedagogy. Please note that we do not accept CVs as a form of application but you are welcome to include a copy of your CV along with the application form. Please email your completed application to Dudzai Pswarayi (dudzai@clownsnursery.co.uk) and Natalie Landy (natalie@clownsnursery.co.uk).

 Applicants must be willing to complete a DBS certificate and provide two reference contacts. The closing date for applications is Sunday 9th June 2024. We reserve the right to make an appointment before the closing date, so early applications are encouraged.

Selected applicants will be invited for a short initial Zoom meeting, after which shortlisted candidates will be invited for a formal interview and to spend a trial morning in the setting.