Early Years Administration Manager & PA To Head Of Early Years

The Stephen Perse Foundation is a leader in modern independent education, superbly well placed, both to meet the challenges, and to seize the opportunities, presented by its future. Any school, indeed, any group of schools, is only as strong as its people. Stephen Perse boasts exceptional people across all of its schools and nurseries, and invests in their recruitment, development and empowerment to ensure our pupils benefit from excellent role modelling, outstanding support and exceptional teaching. As Principal, I consider this investment in our people to be of utmost importance.

At the Stephen Perse Foundation, all are united in embracing the modern world and in seeking to help our pupils to find and take their place in it, as confident, socially responsible adults. We seek to attract people who are inspired by this challenge, people who share our values, people who are passionate about our collective vision of developing the change-makers of the future.

Richard Girvan

Principal

Responsible to: Administration Manager 3-11 and Head of Early Years Foundation Stage 

Location: Predominantly based at Shaftesbury House, Cambridge, with occasional cover at other sites within the Foundation.  

Role Description

To assist the Head of Early Years with the smooth running of the Early Years provision (4 sites) and provide administrative and PA duties as required. 

Main Responsibilities: 

●      Manage the day to day running of the Early Years offices and provide administrative support to the Head of Early Years

●      Assist the Head of Early Years with staff recruitment

●      Ensure a professional “front of house” service to all visitors

●      Assist with pre-arranged cover

●      Assist with inputting the timetable on our MIS (iSAMS) and keeping the timetable up to date with any changes

●      Produce weekly reports for the catering team on pupil numbers across the Early Years settings

●      Diary Management for the Head of Early Years, Deputy Head of Early Years and Nursery Managers when required

●      Support the Head of Early Years, Deputy Head of Early Years and Deputy Head of Early Years at Dame Bradbury’s and Salisbury Villas to ensure all Nursery and Early years sites are in ratio and liaise with external agencies when required

●      Monitor Agency staff across all sites and provide regular reports for the Head of Early Years on current staffing levels

●      Provide minutes for the Nursery Manager meetings and other relevant committee meetings as needed

●      Manage the Early Years and Nursery dietary requirements lists and be the first point of contact with the Catering Team for all Nursery & Early years sites

●      Maintain the ‘Key Information’ documents for all sites

●      Assist the Accounts Team with billing for Nursery and Early Years

●      Manage late stay registration and the logging of sessions attended

●      Be responsible for Tapestry across all Early Years and Nursery sites; including creating reports for the Head of School

●      Support the Early Years Admin team with monitoring morning and afternoon registers

●      Be the first point of call for telephone calls and deal with these as appropriate

●      Oversee the Early Years email in-box and general enquiries from existing parents and delegate to Foundation administrators

●      Build relationships with existing parents, acting as a ‘gatekeeper’ for the teaching staff

●      Ensure all pupil records on iSAMS are up to date at all times

●      Support teaching staff with Individual Health Care Plans (IHCP’s) for pupils and ensure these are uploaded to iSAMS with medical information as required

●      Send out ParentMail messages to parents or delegate to Foundation administrators

●      Liaise with the Early Years Admissions Department regarding tours and new starter administration

●      Manage the administration for special events such as Parents’ Evening and Open Days

●      Work in conjunction with the Trips and Travel Coordinator when required

●      Manage registers in case of fire including management of the InVentry iPad

●      Act as Fire Warden (training can be provided)

●      Liaise with the Senior School/Head Office for ordering stationery for the office and teaching staff

●      Manage the ordering of consumables (Cool Milk account, for example) and resources for all Early Years and Nursery Sites and monitoring the budgets of individual sites

●      Assisting the Foundation Forest School Lead with purchasing and budgeting

●      Monitor and replenish first aid supplies (appointed person)

●      Administer first aid to students (training can be provided)

●      Liaise with the offices at Fitzwilliam, Madingley, Dame Bradbury’s, Senior School and Sixth Form concerning any matters that may relate to the other sites

●      Liaise with the Estates department regarding any maintenance issues

●      Carry out any other administration duties as part of the wider administration team

Hours of work

37.5 hours per week, working Monday to Friday from 08:00 to 16:00.

Salary

£29,298 to £30,174 per annum.