Secretary / Administrator
Title of Post: Secretary/Administrator
Salary: Please read on for further information
Hours: 37.5 hours pw
Location: 73a Tenison Road, Cambridge, CB1 2DG
Responsible to: The Directors - Manager
Reporting to
The secretary reports directly to the management and directors whom are responsible for all matters concerning employment.
Main Purpose of the Post
To act as ambassador for the Nursery School and Directors in all matters.
To provide excellent customer service that builds trust and partnership with parents, and which promotes the reputation of the nursery with the wider community.
To support others and work as an effective member of an early year’s childcare team delivering a high quality childcare service that meets the needs of the children and their families.
Support management and nursery staff to maintain the ‘GOOD Ofsted grading using knowledge and experience of the EYFS and all is parts. To support the nursery and staff with working towards an ‘OUTSTANDING’ Ofsted grading.
To support the delivery of Authentic Montessori Method across all age groups within the Nursery.
To be responsible for the operation and coordination of all areas of the office workload in an often busy and demanding role that requires organisational experience to forward plan, prioritise and manage multiple tasks with confidence to specific deadlines.
The role will incorporate work for the directors:
Working with the directors to achieve business goals. Specifically taking on work, or a project set by the directors whilst maintaining confidentiality at all times.
Taking minutes at meetings with follow up actions.
Sourcing goods from suppliers.
General office work.
Following up actions with staff.
Assist with PR and marketing projects, utilising social media and video apps.
Arranging appointments, travel arrangements.
Specific Responsibilities
To maintain and keep the office clean and tidy at all times.
Responsible for the admission process from beginning to end.
Utilise the connect management software to manage child session bookings, amend sessions, send fees, update customer information.
To be the first point of contact for the nursery by telephone, post, emails. (Potential customers, new and current families, staff and recruitment).
Responsible for all post arriving to the nursery ensuring that letters and parcels are stored correctly and given to the recipients.
Filling, archiving, shredding documents in accordance with GDPR standards, maintaining confidentiality at all times.
Monitor all incoming emails ensuring responses are sent in good time related to the nursery, children, parents, staff and admissions. Ensuring confidentiality at all times.
Support the manager with administrative functions as directed.
Providing as requested a secretarial service to other nursery staff, whilst maintaining confidentiality.
To work in partnership with setting management/staff and trainees as part of a highly motivated and professional team.
To work in partnership with other settings or third parties including government organisations (e.g . health professionals, ofsted, local authority, Cambridge County Council, city council, early years team.)
Assist in the planning and delivery of nursery events such as open days, family BBQ and parent meetings.
To promote and actively demonstrate good practice in a professional and inclusive manner.
To cover staff members at any time if the need arise, including lunch breaks.
To be fully involved in all activities associated with the childcare provision and support others sharing knowledge and experience.
To understand, work within and promote the settings policies and procedures.
To adhere to the confidentiality policy of the setting.
Liaising with diplomacy and tact with parents and the wider community.
Participate in open house, school programs and in-house training.
To liaise with parents in support of the administrative functions of the post.
Promote the organisation’s equal opportunities policy.
To have due regard to the provisions of health & safety at work legislation, as detailed in the health and safety policy.
Undertake such additional responsibilities as required by the Management, which are commensurate with the grade and responsibilities of the post.
To manage the nursery’s social media accounts.
To ensure that all visitors to the setting sign the book and are welcomed and catered for in a professional manner, organising refreshments as appropriate
This job description describes responsibilities, as they are currently required. It is anticipated duties may change over time and the job description may need to be reviewed in the future.
Person Specification
Essential requirements for the successful applicant:
Must be tenacious and work well under pressure.
Must have a strong character.
Must be resilient, assertive, efficient and a pro-active individual.
Must be highly organized and dynamic – ability to manage a high volume of deadline related workload actions.
Must have MS Office and IT experience.
Must have a high touch typing speed of 60 wpm and the ability to audio type.
Must demonstrate a positive attitude with a commitment to customer service.
Must have Outstanding communication skills.
Ability to create minutes of meetings and ensure that actions are overseen by chasing staff and deadlines through to completion.
Works well under pressure in a very busy, demanding environment.
Must be well presented and a strong outgoing personality.
Must be able to work the hours of the position based on the organisation’s needs.
Must be committed to continuing professional development.
Ability to filter information and assess priorities.
Ability to develop and maintain good working relationships at all levels.
Ability to think ahead and anticipate needs before they arise.
Ability to exercise discretion in dealing with confidential or sensitive matters.
To ensure that all visitors for both the Assistant Director and Head of Academy are welcomed and catered for in a professional manner, organising refreshments as appropriate.
Must complete clearance of a background check, DBS. Applicable to all staff members.
Desirable requirements for successful applicant:
A child care qualification equal to Level 3 or above.
Knowledge of the Montessori Method of Education.
Physical Requirements
This position requires an ability to perform the following job requirements, with or without reasonable recommendations:
- Kneeling - Bending -Sitting on the floor -Pushing/Pulling - Jumping
- Running - Mopping - Dancing - Sweeping - Singing
- Standing - Twisting at the waist - Raising arms above the head
- Rising from kneeling/sitting position
Outline Terms and Conditions
Working Hours, Salary
This post is for 37.5 hours per week spread over by 5 days, Monday to Friday. Hours of work therefore are organised between 8:00 am – 6:00 pm, 8 hours per day including 30 minutes lunch break.
Starting Salary
The starting salary will be decided at interview and will take into account past and current experience.
Application Process
Safer Recruitment
Cambridge Montessori ltd are committed to safeguarding the welfare of children in our care. All applicants therefore must be willing to undergo effective child protection screening, this will include references from previous employers and an enhanced criminal records bureau check. We shall also seek compliance with sections 15-25 of the immigration, Asylum and Nationality Act 2006 (eligibility to work in the United Kingdom of Great Britain).
Interviews will be conducted in person to test your suitability to work with children.
Applications for employment
A completed application form for employment should be sent by post or by email.
An application form can be downloaded from our website, in pdf and word formats.
The Manager
Cambridge Montessori Nursery School
73a Tenison Road
Cambridge
CB1 2DG
Email: office@montessoricambridge.co.uk