Job Description

Purpose of the Role

The Admissions and Finance Executive is responsible for managing every stage of the family journey -- from the first enquiry to the child's first day -- while also handling all financial administration for fees and government funding.

This central position ensures smooth admissions, accurate billing, and excellent communication with families across the nursery group, maintaining the Montessori Cottage standard of professionalism and warmth.

Key Responsibilities

1. Admissions & Enrolment

Act as the first point of contact for all new family enquiries (phone, email, website, social media). Respond promptly and warmly to all enquiries, providing information about the Montessori approach, fees, and available places. Record and track enquiries in the central CRM or admissions system. Schedule and confirm nursery tours with the appropriate Nursery Manager. Follow up with families post-tour to support registration and answer questions. Issue registration packs, agreements, and deposit invoices, ensuring all forms are completed -- including permissions for marketing, photography, videos, and social-media use of children's images (where consented). Confirm a child's place only once the registration fee, retainer fee, and the first month's fee in advance have all been received and cleared, and all required forms and documentation have been successfully submitted. Send a formal Welcome and Confirmation of Place letter once payments and documentation are verified. Maintain accurate records of admissions, waiting lists, and projected start dates.
2. Finance, Billing & Funding

Prepare and issue all monthly childcare fee invoices directly to parents. Record and monitor payments received; follow up on overdue accounts in a professional and supportive manner. Process registration, retainer, and first-month fee payments and ensure these are accurately allocated. Manage and submit all government funding claims (15/30 hours, tax-free childcare, Universal Credit, etc.). Maintain complete and compliant records for funding audits. Prepare monthly fee and funding summaries for the Directors. Reconcile all payments, funding, and adjustments monthly to ensure complete financial accuracy.
3. Relationship & Communication

Maintain warm, ongoing communication with enrolled families about fees, funding, and changes. Represent the nursery group's ethos of trust, clarity, and partnership with parents. Work collaboratively with Nursery Managers to provide updates on admissions, capacity, and family feedback. Liaise with Operations to ensure occupancy data and new-starter details are aligned with staffing and planning. (This replaces the previous "liaise with Finance" -- now this means keeping Operations informed so staffing and planning reflect accurate numbers.) Support marketing and open-day campaigns by tracking enquiries and conversions.
4. Data, Reporting & Compliance

Maintain a central Admissions & Occupancy Tracker for all nurseries. Produce weekly reports on enquiries, conversions, occupancy levels, and deposits. Prepare monthly fee and funding summaries for the Directors. Ensure all documentation (contracts, funding forms, permissions) is complete and securely stored in line with GDPR. Monitor compliance deadlines for funding submissions and registration renewals.
Key Performance Indicators (KPIs)

Area Target

Response Time All new enquiries responded to within 24 hours

Conversion Rate Minimum 70% enquiry-to-registration conversion

Occupancy Maintain group occupancy at 90%+ of capacity

Billing Accuracy 100% accuracy on all invoices and funding claims

Customer Satisfaction Positive parent feedback on admissions and billing support

Reporting Monthly fee and funding summaries submitted to Directors by set deadlines

Person Specification

Essential

Strong written and verbal communication skills Excellent organisation and attention to detail Experience in nursery, school, or education sector administration Confidence managing full billing cycles and funding processes Proficient with CRM systems, Microsoft Office, and nursery management software (e.g., Famly, Connect, Blossom) Confident working independently and across multiple sites Professional, friendly, and empathetic manner with families
Desirable

Understanding of Montessori or Early Years education principles Experience managing government funding and tax-free childcare claims Experience using digital form and payment platforms (Jotform, DocuSign, GoCardless, etc.) Experience working in a multi-site organisation
Working Style

Hybrid Role: Primarily remote, with occasional onsite visits for meetings, audits, or open days. Flexibility: Occasional evening or weekend work may be required for open events. Culture: Warm, respectful, and professional -- embodying Montessori values of order, grace, and care.
About Montessori Cottage Nurseries

Our nurseries offer beautifully prepared Montessori environments where children explore, learn, and grow through independence and discovery.

As a group, we are committed to offering families exceptional early education, rooted in Montessori philosophy and supported by highly trained educators.

Job Type: Full-time

Pay: From 13.00 per hour

Expected hours: 40 per week

Benefits:

Additional leave Company pension Work from home
Work Location: Hybrid remote in Cambridge CB1 2DG