Administrative Officer

Roles and Responsibilities

The Administrative Officer is responsible for meeting, greeting, and directing parents, guests, and vendors to staff. The post holder will also provide secretarial, clerical, and administrative support in an effective and efficient manner.

Main Accountabilities

• Provide outstanding administration support for the Nursery, ensuring it operates efficiently and effectively.
• Answer the telephone in a friendly, professional, and efficient manner, troubleshoot and solve problems where appropriate, be proactive in decision making, and support in addressing issues.
• Support and manage the preparation and execution of Nursery events.
• Work under the general direction of the Nursery Manager supporting the day-to-day operations on the Nursery site.
• Act as an integral part of the Nursery team, contributing to the overall aims of the Nursery.
• Accept and process messages and act as a filter system regarding telephone inquiries and personal callers to the Nursery reception.
• Ensure a welcoming environment and a positive first impression of the Nursery and school.
• Record and respond to correspondence via the Nursery office.
• Support the office function, including general administration duties as directed by the Nursery Manager.
• Process and organize Nursery admissions.
• Carry out any other reasonable request from the Nursery and Academy’s leadership team.
• Input pupil data as directed by the Nursery Manager.
• Manage and update social media accounts linked to the Nursery.
• Maintain security by following procedures and controlling access (monitor logbook, issue visitor badges).
• Maintain supplies inventory by checking stock to determine inventory level; anticipate needed supplies; place and expedite orders for supplies; verify receipt of supplies.
• Work collaboratively with various stakeholders to complete key tasks and projects.
• Comply with all policies and procedures of the Nursery.

Job Specification

• Bachelor’s degree in business administration or management.
• Minimum of 4 years of professional administrative experience.
• Excellent customer service skills.
• Ability to effectively communicate information and ideas in written and verbal format and build and maintain relationships.
• Strong computer skills with demonstrated proficiency in Word, Excel, PowerPoint, etc.
• Excellent interpersonal skills with the ability to work effectively with all levels of staff and management.

Desired Candidate Profile

1. Organizational Skills

• Ability to prioritize tasks, manage schedules, and handle multiple tasks simultaneously.
• Efficiently organize files, data, and office resources.

2. Communication Skills

• Strong written and verbal communication abilities to interact effectively with colleagues, clients, and external stakeholders.
• Draft reports, emails, and other formal correspondence.

3. Time Management

• Manage time effectively to meet deadlines, coordinate appointments, and ensure smooth workflow in the office.

4. Problem-Solving

• Identify and resolve office-related issues promptly, such as scheduling conflicts or resource shortages.

5. Attention to Detail

• Ensure accuracy in administrative tasks like data entry, scheduling, and maintaining records.

6. Computer Literacy

• Proficiency with office software (Microsoft Office Suite, Google Workspace), spreadsheets, and database management tools.
• Familiarity with specialized software such as project management or HR management systems.

7. Customer Service

• Respond to inquiries, assist clients, or manage customer relationships professionally and courteously.

8. Record-Keeping and Filing

• Manage physical and electronic filing systems to ensure that records are easily accessible and up to date.

9. Teamwork and Collaboration

• Work well within a team, assisting colleagues and collaborating on various administrative tasks and projects.

10. Financial Management

• Handle budgeting, invoicing, and basic accounting tasks if needed, including maintaining office supply inventories and expense reports.