Administration Support Officer (Site-Based)
Location
Based at South Hornchurch, with responsibility and flexibly to cover all sites for supporting all Fledglings Early Years settings. When and where needed.
Reports To
Area Manager along with site manager of which you are supporting
Hours
Full Time – [e.g. 35 hours per week]
Salary
24-25K per year
Purpose of the Role
The Administration Support Officer will provide comprehensive administrative and compliance support across all Fledglings Early Years settings. The postholder will play a key role in ensuring that administrative systems are efficient, accurate, compliant, and supportive of high-quality childcare provision. While ensuring all information is handed over to the site manager.
Working closely with nursery managers and the senior leadership team, the role will coordinate compliance records, maintain operational documentation, support recruitment and HR administration, oversee key administrative processes, and contribute to the smooth day-to-day running of all settings.
Key Responsibilities
Compliance and Regulatory Support
- Maintain and monitor compliance records across all settings. This is via our centrel systems.
- Support the preparation and organisation of documentation required for Ofsted inspections and regulatory visits.
- Ensure staff records, qualifications, DBS checks, safeguarding training, first aid certificates, and mandatory training records remain current.
- Maintain Single Central Records and other statutory compliance documentation. This includes update of accidents reports using our Famly app
- Monitor expiry dates and alert managers to upcoming renewals and actions required.
- Assist with policy reviews, updates, distribution, and record keeping.
- Support health and safety administration, including audits, risk assessments, and compliance tracking.
- Maintain accurate records relating to safeguarding, incidents, accidents, and complaints where required.
Administrative Support
- Provide administrative support to nursery managers and the leadership team.
- Maintain accurate digital and paper filing systems.
- Manage incoming correspondence, emails, and telephone enquiries. In the authorisation of the manager
- Prepare reports, letters, meeting agendas, and minutes as required.
- Support data entry and management across nursery management systems.
- Coordinate documentation and information requests from external agencies and stakeholders.
- Assist with enrolment, registration, and admissions administration. Especially around new families joining Fledgelings day nursery..
HR and Recruitment Administration
- Support recruitment processes, including advertising vacancies, arranging interviews, and preparing recruitment documentation.
- Process pre-employment checks and onboarding paperwork.
- Assist with termly actions, i.e. DBS checks
- Maintain confidential personnel files and employment records.
- Monitor staff training requirements and coordinate bookings where necessary.
- Support payroll administration by providing accurate staffing information and records.
- Assist with absence monitoring and workforce reporting.
Operational Support
- Support managers with occupancy, waiting list, and funding administration., calling new starter parents or emailing them their starter email….
- Maintain stock and order office supplies where required.
- Assistant manager with budget if support needed.
- Support the implementation and continuous improvement of administrative systems and procedures.
- Coordinate meetings, training sessions, and company events as required.
- Provide cross-setting administrative support during periods of manager absence or increased operational demand. To be able to go where instructed at any given time.
Data Protection and Confidentiality
- Ensure all records are maintained in accordance with GDPR and data protection legislation.
- Handle sensitive information with professionalism and confidentiality.
- Maintain secure storage and management of documentation.
Person Specification
Essential Qualifications and Experience
- GCSE Grade C/4 or above in English and Mathematics (or equivalent).
- Proven experience in an administrative role.
- Strong IT skills, including Microsoft Office applications.
- Experience maintaining accurate records and filing systems.
- Excellent organisational and time management skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple priorities and deadlines.
- Excellent verbal and written communication skills.
- Ability to work independently and as part of a team.
Desirable
- Experience working within an Early years, education, childcare, or regulated environment.
- Knowledge of Ofsted requirements and early years regulations.
- Experience of HR or recruitment administration.
- Understanding of safeguarding and compliance requirements within childcare settings.
- Experience using nursery management software.
Key Competencies
- Organisation and planning
- Attention to detail
- Professionalism and confidentiality
- Problem solving
- Communication and relationship building
- Flexibility and adaptability
- Commitment to safeguarding and child welfare
Safeguarding Statement
Fledglings Early Years is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. The successful applicant will be subject to enhanced DBS checks, satisfactory references, and all relevant pre-employment checks.
