Administrator
| Posting date: | 23 April 2024 |
|---|---|
| Salary: | £12.50 per hour |
| Hours: | Part time |
| Closing date: | 07 May 2024 |
| Location: | Wootton Bassett, Swindon |
| Remote working: | On-site only |
| Company: | Old Court Community Pre School |
| Job type: | Permanent |
| Job reference: | Admin1 |
Summary
Job Title: Administrator
Responsible to: Pre-School Committee
Purpose of the job: To alleviate much of the day to day running of the Pre-School from the Committee members and provide a central point of reference for staff, parents and external bodies. The Administrator will be required to work closely with the Pre-School Manager to ensure the smooth running of the Pre-School.
The Administrator will serve the Pre-School in an advisory capacity in terms of all aspects of the running of the Pre-School and must have the interests of the Pre-School at heart. He/she must be prepared to study the Pre-School’s Constitution and Policies, OFSTED and Early Years Alliance guidelines, Wiltshire Council regulations for Free Entitlement Funding, regulations concerning pay and be aware of forthcoming legislation which may affect the Pre-School.
Main Responsibilities
The review and approval of all work undertaken by the Administrator will lie directly with the Management Committee. At all times work undertaken must lie within the guidelines laid down by the Pre-School’s Constitution and Policies. There may be an element of work assignment to Committee members.
1 To be the initial contact for all general enquiries by telephone, email, post and in person
2 Open and distribute post and check and reply to emails
3 Manage the Pre-School’s waiting list and allocation of sessions. Arrange visits for new children and to prepare all associated correspondence, eg Welcome Packs
4 Administer all other matters involved with the intake of children and movement of existing children within the pre-school. Prepare and update the registers and master lists of children’s sessions for each half term.
5 Advise the Pre-School Manager and Management Committee of the implications of staffing levels and occupancy.
6 Maintain children’s records as required under the relevant legislation.
7 Maintain a central filing system for the Pre-School and archive material in accordance within GDPR regulation.
8 Order supplies for the Pre-School
9 Represent the Pre-School to outside bodies and training events as requested by the Pre-School Manager/Management Committee
10 Report any outstanding administrative matters to the Committee via email or at the monthly committee meetings
11 Check answer phone messages, emails and post during the holidays and take any necessary action as part of a rota of staff and committee members
12 Ensure Annual Charity Commission Return is completed after the AGM has taken place and amend throughout the year if new committee join or leave
13 Update Cool Milk with annual calendar of holidays and closures, milk requirements and confirm weekly milk deliveries via email. Complete milk attendance registers and the monthly Nursery Milk Return via the NMRU.
Financial Administration of Setting
The Administrator will cover all daily transactions relating to the income and expenditure of the Pre-School. He/she will be directly responsible to the Treasurer and Committee. He/she will be responsible for general petty cash and have access to the online banking (including signatory and credit card holder responsibilities).
1 To be responsible for the receipt and banking of all monies with regard to insurance limits for money on the premises
2 To be responsible for all Petty Cash transactions
3 Make BACS/credit card payments for invoices received.
4 Administer the fee system, create invoices on Xero and chase any outstanding invoices
5 Ensure Xero (online accounting software) is kept up to date, upload bank statements and reconcile incoming and outgoing payments
6 Administer the Free Entitlement Funding scheme via the online Wiltshire Council Early Years Establishment Portal and ensure all submissions are completed correctly and by required deadlines. Ensure new children are added and details are kept up to date and that each child has a signed parental declaration funding form. Advise parents when 30 hour codes have expired or require renewal
7 Manage payroll within current legislation guidelines with regard to PAYE, NI, Statutory Sick Pay, Statutory Maternity Pay and Minimum Wage and maintain required records online and on paper
8 Ensure four weekly pay is processed on Payroo, wage slips emailed and BACS payment to staff is correctly administered and on time
9 Complete the Employers Four Weekly RTI Tax Return, P60s and P45s as necessary and within designated time limits
10 Produce four weekly pension report at the same time as the wage run and upload to Peoples Pension. Ensure contribution payments are made correctly and on time.
11 Ensure pension re-enrolment takes place as/when legally required and contributions are increased in line with legislation. Ensure new staff are added to the pension scheme when their earnings qualify
12 Ensure all relevant insurances (committee indemnity/building/public liability) and memberships (OFSTED and Early Years Alliance) are renewed annually
13 Highlight areas of financial concern to treasurer and committee
Responsibilities in conjunction with Treasurer
1 Ensure annual accounts are complete and ready for audit by a qualified accountant in September ready for the AGM and submission for the Charity Commission Annual Return
2 Ensure CAF bank are informed of any changes to the committee and appropriate paperwork completed to advise of change of signatories etc
3 Ensure pension re-enrolment takes place as/when legally required and contributions are increased in line with legislation
4 Ensure staff wages meet current legislation for minimum wage and review employee pay rises annually
5 Highlight any future large expenses to committee eg setting improvements or maintenance required
6 Prepare floats for fundraising events and bank monies raised
Responsible to: Pre-School Committee
Purpose of the job: To alleviate much of the day to day running of the Pre-School from the Committee members and provide a central point of reference for staff, parents and external bodies. The Administrator will be required to work closely with the Pre-School Manager to ensure the smooth running of the Pre-School.
The Administrator will serve the Pre-School in an advisory capacity in terms of all aspects of the running of the Pre-School and must have the interests of the Pre-School at heart. He/she must be prepared to study the Pre-School’s Constitution and Policies, OFSTED and Early Years Alliance guidelines, Wiltshire Council regulations for Free Entitlement Funding, regulations concerning pay and be aware of forthcoming legislation which may affect the Pre-School.
Main Responsibilities
The review and approval of all work undertaken by the Administrator will lie directly with the Management Committee. At all times work undertaken must lie within the guidelines laid down by the Pre-School’s Constitution and Policies. There may be an element of work assignment to Committee members.
1 To be the initial contact for all general enquiries by telephone, email, post and in person
2 Open and distribute post and check and reply to emails
3 Manage the Pre-School’s waiting list and allocation of sessions. Arrange visits for new children and to prepare all associated correspondence, eg Welcome Packs
4 Administer all other matters involved with the intake of children and movement of existing children within the pre-school. Prepare and update the registers and master lists of children’s sessions for each half term.
5 Advise the Pre-School Manager and Management Committee of the implications of staffing levels and occupancy.
6 Maintain children’s records as required under the relevant legislation.
7 Maintain a central filing system for the Pre-School and archive material in accordance within GDPR regulation.
8 Order supplies for the Pre-School
9 Represent the Pre-School to outside bodies and training events as requested by the Pre-School Manager/Management Committee
10 Report any outstanding administrative matters to the Committee via email or at the monthly committee meetings
11 Check answer phone messages, emails and post during the holidays and take any necessary action as part of a rota of staff and committee members
12 Ensure Annual Charity Commission Return is completed after the AGM has taken place and amend throughout the year if new committee join or leave
13 Update Cool Milk with annual calendar of holidays and closures, milk requirements and confirm weekly milk deliveries via email. Complete milk attendance registers and the monthly Nursery Milk Return via the NMRU.
Financial Administration of Setting
The Administrator will cover all daily transactions relating to the income and expenditure of the Pre-School. He/she will be directly responsible to the Treasurer and Committee. He/she will be responsible for general petty cash and have access to the online banking (including signatory and credit card holder responsibilities).
1 To be responsible for the receipt and banking of all monies with regard to insurance limits for money on the premises
2 To be responsible for all Petty Cash transactions
3 Make BACS/credit card payments for invoices received.
4 Administer the fee system, create invoices on Xero and chase any outstanding invoices
5 Ensure Xero (online accounting software) is kept up to date, upload bank statements and reconcile incoming and outgoing payments
6 Administer the Free Entitlement Funding scheme via the online Wiltshire Council Early Years Establishment Portal and ensure all submissions are completed correctly and by required deadlines. Ensure new children are added and details are kept up to date and that each child has a signed parental declaration funding form. Advise parents when 30 hour codes have expired or require renewal
7 Manage payroll within current legislation guidelines with regard to PAYE, NI, Statutory Sick Pay, Statutory Maternity Pay and Minimum Wage and maintain required records online and on paper
8 Ensure four weekly pay is processed on Payroo, wage slips emailed and BACS payment to staff is correctly administered and on time
9 Complete the Employers Four Weekly RTI Tax Return, P60s and P45s as necessary and within designated time limits
10 Produce four weekly pension report at the same time as the wage run and upload to Peoples Pension. Ensure contribution payments are made correctly and on time.
11 Ensure pension re-enrolment takes place as/when legally required and contributions are increased in line with legislation. Ensure new staff are added to the pension scheme when their earnings qualify
12 Ensure all relevant insurances (committee indemnity/building/public liability) and memberships (OFSTED and Early Years Alliance) are renewed annually
13 Highlight areas of financial concern to treasurer and committee
Responsibilities in conjunction with Treasurer
1 Ensure annual accounts are complete and ready for audit by a qualified accountant in September ready for the AGM and submission for the Charity Commission Annual Return
2 Ensure CAF bank are informed of any changes to the committee and appropriate paperwork completed to advise of change of signatories etc
3 Ensure pension re-enrolment takes place as/when legally required and contributions are increased in line with legislation
4 Ensure staff wages meet current legislation for minimum wage and review employee pay rises annually
5 Highlight any future large expenses to committee eg setting improvements or maintenance required
6 Prepare floats for fundraising events and bank monies raised