Job Description

Job Title:

Administrator

Location:

Staunton on Wye, Herefordshire, HR4 7LT

Application Deadline:

Friday 30th January

Staunton on Wye Preschool is a well-established and reputable early years education provider dedicated to nurturing young minds and helping children reach their full potential. We are committed to providing a safe, welcoming, and stimulating environment for children, parents, and staff alike.

:

The Administrator plays a key role in supporting the effective leadership and management of the preschool. The role contributes to the smooth day-to-day operation of the setting by ensuring robust administrative systems, accurate record keeping, financial processes, and compliance with statutory and regulatory requirements. The post holder will support the preschool in meeting the Early Years Foundation Stage (EYFS) and Ofsted requirements, helping to maintain a safe, well-organised, and welcoming environment for children, families, and staff.

Key Responsibilities:

1. Administration, Office & Document Management

Provide effective administrative support to the Preschool Manager and staff team. Act as a first point of contact for parents, carers, professionals, and visitors, ensuring all communication is professional, welcoming, and timely. Maintain accurate, up-to-date, and secure paper and electronic filing systems in line with GDPR and data protection requirements. Create, update, store, archive, and dispose of documents in accordance with data retention policies. Ensure key documentation is current and readily available, including policies and procedures, staff files, child records, contracts, registers, and compliance records. Support enrolment processes, including issuing enrolment packs, collecting required documentation, and maintaining accurate child records.
2. Funding & Early Education Funding (EEF)

Complete and submit Early Education Funding claims accurately and within required timescales. Verify parental eligibility for funded childcare and maintain clear supporting evidence. Monitor and track funded hours to ensure compliance with local authority requirements. Maintain accurate audit trails to support inspections, audits, and funding checks.
3. Finance, Billing & Debt Management

Prepare, issue, and record invoices for childcare fees in line with preschool policies. Monitor payments, reconcile accounts, and maintain accurate financial records. Manage outstanding balances in line with the preschool's debt management procedures. Issue reminders, support payment plans, and escalate overdue accounts where appropriate. Assist the Preschool Manager with budget monitoring and basic financial reporting.
4. Ordering & Stock Management

Monitor stock levels of office supplies, classroom resources, cleaning products, and consumables. Raise purchase orders and liaise with approved suppliers to ensure timely and cost-effective procurement. Maintain accurate records of orders, deliveries, and expenditure.
5. Health, Safety & Regulatory Compliance

Support the Preschool Manager in ensuring compliance with the EYFS, health and safety legislation, and Ofsted requirements. Carry out and accurately record monthly legionella water temperature checks. Maintain Safer Food, Better Business (SFBB) documentation and food safety records. Support risk assessments, routine safety checks, audits, and action plans. Ensure required documentation is available and up to date for inspection purposes.
6. Premises, Repairs & Maintenance

Arrange repairs, servicing, and routine maintenance of the premises, equipment, and outdoor areas. Liaise with contractors and external providers to ensure work is completed safely and to an appropriate standard. Maintain maintenance schedules, service records, and compliance logs.
7. Communication & Team Support

Provide administrative support to staff and respond to operational queries. Assist with the organisation of meetings, training, and events. Support effective communication between families, staff, external professionals, and regulatory bodies. Act as Secretary to the Management Committee, including preparing agendas, taking accurate minutes of meetings, and ensuring actions are clearly recorded and followed up. Circulate minutes, reports, and relevant documentation to committee members and other appropriate stakeholders in a timely and confidential manner.
Safeguarding & Welfare

Safeguard and promote the welfare of children at all times. Work in accordance with the preschool's safeguarding policies and procedures. Maintain confidentiality and handle sensitive information appropriately. Undertake safeguarding and relevant compliance training as required.

Benefits:

- Opportunities for professional development and training.

- A positive and supportive work environment.

- Be a part of a dedicated team focused on early childhood education.

How to Apply:

If you are passionate about early years education and have the skills and experience to excel in this role, we would love to hear from you. To apply, please contact Libby for an application form, full job description and person specification. We follow safer recruitment guidelines and do not accept C.V.s

Please send your application to Manager@stauntonpreschool.co.uk no later than Friday 30th January. Shortlisted candidates will be contacted for interviews.

Staunton on Wye Preschool is an equal opportunity employer and welcomes applications from candidates of all backgrounds.

The successful candidate will need to complete an enhanced DBS check.

Join our team and be part of an organization that is dedicated to shaping the future of our youngest learners. We look forward to receiving your application.

Job Type: Full-time

Pay: 12.75-13.50 per hour

Benefits:

Company pension Free parking Work from home
Ability to commute/relocate:

Staunton on Wye HR4 7LT: reliably commute or plan to relocate before starting work (preferred)
Education:

GCSE or equivalent (preferred)
Experience:

Administrative: 1 year (preferred)
Work Location: In person