Job Description

Job Overview

Full job description

Nursery Administrator

We are looking for a highly organised and detail-oriented

Nursery Administrator

to oversee the administrative and financial operations of our nursery. This role plays a vital part in managing

child placements, staff records, nursery funding, and bookkeeping tasks

, ensuring smooth day-to-day operations.

If you have

strong administrative skills, experience in finance or bookkeeping, and enjoy working in a childcare setting

, we'd love to hear from you!

Key Responsibilities:

1. Nursery Administration & Child Placements

Manage

new starts

, ensuring a smooth onboarding process for families. Maintain the

waiting list

, allocating places fairly and efficiently. Process

session changes, deferrals, and withdrawals

, including refunds. Handle

debt collection

processes, working with families to arrange payments. Ensure

accurate record-keeping and archiving

of all placement documentation.

2. Staff Records & Recruitment Support

Support the

staff recruitment process

, including job offers, PVG applications, and onboarding paperwork. Maintain

staff records

, including contracts, uniform allocations, and personnel files. Process

staff updates

, including leavers, transfers, and secondments. Ensure all

staff documentation is up to date and archived appropriately

.

3. Funding & Fee Management

Manage

Midlothian and NAMS funding applications

, ensuring accurate and timely submissions. Maintain

overview sheets

to track funded places and adjustments. Monitor

upcoming funded children

and liaise with parents on funding entitlements. Reconcile

funding payments

, ensuring correct allocation and adjustments. Process

nursery fee invoices

, tracking payments and outstanding balances. Assist with

debt collection

where necessary, liaising with families professionally.

4. Bookkeeping & Financial Administration

Oversee

day-to-day financial transactions

, including fee tracking and bank reconciliations. Maintain and oversee

Xero or Sage

software

for financial reporting. Provide financial

reports and reconciliations

for management and accountants.

5. General Office Administration

Provide

day-to-day administrative support

to the nursery team. Handle

correspondence, phone calls, and email enquiries

from families and staff. Ensure compliance with

GDPR and nursery safeguarding policies

.

Key Skills & Experience:

?

Essential:

Previous

administrative experience

, ideally within a nursery or education setting. Experience in

child placement management and funding applications

. Strong knowledge of

basic bookkeeping, invoicing, and financial reconciliation

. Proficiency in

Microsoft Office (Excel, Word, Outlook)

and nursery management software Ability to communicate

professionally and warmly

with parents and staff.
?

Desirable:

Experience using

Xero or Sage

accounting software

. Knowledge of

Midlothian/NAMS funding processes

. Understanding of

HR and payroll administration

.

Schedule & Hybrid Working:

Permanent, Part-time role

working Monday - Friday (flexible hours considered). Initially office-based

Employee Benefits:

?

Company pension scheme

?

Wellbeing support and paid wellbeing days

?

Supportive and friendly working environment

?

Free onsite Parking

Job Types: Part time , Permanent

Pay: 17,199.00 per year

Benefits:

Additional leave Childcare Employee discount Free parking Health & wellbeing programme On-site parking
Schedule:

Monday to Friday No weekends
Work Location: In person

Job Type: Part-time

Pay: 17,000.00-17,199.00 per year

Benefits:

Additional leave Bereavement leave Childcare Company events Company pension Cycle to work scheme Discounted or free food Employee discount Free parking On-site parking Private medical insurance
Work Location: In person