Job Description and Person Specification


Person Specification

  • Excellent communicator

  • ICT skills including desktop publishing

  • Excellent organisational ability

  • Administration skills

  • Team working skills

  • Effective time management


Qualifications and Training

  • ICT skills: office suit, publisher



  • Previous experience in customer service

  • Previous experience in an administrator’s role



  • To ensure the highly effective ongoing administration of Red Balloon.

  • To support primarily the Management team with administrative tasks.


Reports To

  • Senior Management Team including the Owners, Group Manager and Nursery Manager.

  • Annual performance appraisals to be conducted by the Group Manager and Nursery Manager

  • Required to attend general team meetings & some annual events (list to be supplied)


Tasks & Responsibilities



  • Primary telephone response

  • Verify identity and admit and sign in visitors

  • Accept deliveries

  • To keep staff photo board up-to-date

  • To keep staff plan up-to-date

  • To print brochures

  • To respond to enquiries and capture data

  • To follow-up  on enquiries

  • To print and maintain welcome pack literature

  • To work with Abby to manage the waiting list and offer space when available

  • Ad hoc Clarion call messages to parents

  • To assist in the smooth running of the office equipment making service calls and ordering consumables when needed.

  • Assist in updating and maintaining the company letterhead across all documents

  • To prepare and deliver recruitment posters and cards to local retail outlets


Child/Parent information and database management

  • To ensure all starters submit the necessary permissions, contact and health information, track and chase where necessary

  • To keep ClarionCall up-to-date

  • To keep NurseryCam up-to-date

  • To keep Parenta and emergency contacts up-to-date

  • To keep Tapestry up to date

  • Issue and delete FOBs to users

  • To make the necessary database changes for room movers

  • To ensure all leavers are deleted from databases and filed appropriately

  • Filing & filing cabinet maintenance


Management of Staff induction paperwork and personnel files

  • Prepare offer letters, contracts and induction packs for new starters

  • Track and ensure all relevant forms are returned, copied and filed in the appropriate place

  • Update and maintain staff databases – Parenta, Clarion, Accounts, Facebook

  • Apply for references and chase where needed

  • Take a record of ‘proof of right to work’

  • Apply for DBS Clearance, record DBS numbers and dates and submit PPP


Weekly Tasks

  • Room registers

  • Weekly Newsletter

  • To work with management, kitchen, HORs to agree editorial and write and design a 7 page newsletter

  • Print menus


Monthly Tasks

  • To review the maintenance schedule and to arrange servicing / safety checks etc as required

  • Stationery order

  • Children’s Birthday cards

  • Waiting list review


Termly Tasks

Manage extra-curricular activities for the nursery

  • To be the main point of liaison between the nursery and the providers

  • To create and distribute the termly sign up form for parents

  • To create and update the registration list for all activities

  • To collect or manage payment and chase where needed.


Random Tasks

  • To produce certificates as required e.g. Excellence Awards / Sports Day

  • To design and produce event marketing collateral as needed – parties, graduations, nativity etc

  • To design and produce other ad hoc internal marketing collateral

  • To update and edit policies and procedures

Annual Schedule of Tasks


  • Update all parents contact details

  • Send feedback forms out to schools of recent leavers



  • Update all staff contact details



  • Print reports from Tapestry for parents evening



  • New child starter packs

  • Graduation scrolls

  • ClarionCall transition prep

  • WebCam transition prep



  • Sports Day programme

  • School leavers files to new settings



  • Issue emergency contacts

  • ClarionCall finalisation

  • Webcam finalisation



  • Archive Leavers, cancelled, staff files, newsletters etc



  • Nativity programme

  • Print and send Christmas cards to external contacts schools, suppliers etc.