Any preschool administrators?

[misshardbroom]

We've recently decided to bring in an administrator as part of the staff. Does anybody do this role already (on a paid basis) for their preschool, or are there any committee members of preschools who pay an admin?

I need to draw up a job spec and I'd really like to read through one or two to get inspiration and check I haven't missed anything.

Thanks.

[lljkk]

Types of things our administrator did:
Photocopying, Filing, collating, stapling, submitting claim to LEA, updating books (but no handling of actual cash, just receipts).

In some cases may also process CRB applications (however that works, nowadays).

[Carmody]

I found the following administrator vacancy online that can help you!

brundallpc.norfolkparishes.gov.uk/notice-board/raschools-brundall-playgroup-r/

Regards,
Carmody

[georgiemum]

Where's the job? I'll do it.

[misshardbroom]

Wiltshire, georgiemum. Any use to you?!

[georgiemum]

I could work remotely... very remotely!

[littlerach]

I do admin for a preschool.

I do most of the traditional chair's job, plus stuff for staff like photocopying, NEGs, newsletetrs and parents letters and notices.

Am happy to give you more info if you need it

PS Am also in Wilts....

[CarGirl]

ours sends out application forms & info, looks after the waiting list, produces the invoices, fills in all the NEG stuff, updates the accounts, does the banking and payroll and probably some other stuff that I can't think of at the moment.

[bumpybecky]

First off - sorry for the hijack I've been wondering if paying for someone to do our admin might help our situation (basically financial mess).

I'm trying to work out how many hours the admin takes (at the moment it's split between several people and isn't really being done properly). Those of you that are / have paid admin, how many hours per week do you have paid for admin and how large is your preschool?

Ours (when full) has approx 18 children per session, 4 sessions per week, total approx 25 children. Would 4-5 hours a week (term time only) be enough? too much??

Also if the admin is doing all the money and payroll, what financial controls do you have? would it be enough to have the treasurer in a overseeing role? I'm remembering the poster who replied to me last week where the previous treasurer stole money and ended up in court....

[littlerach]

I don't do payroll or invoicing or have financial authority as administartors.
However, our current treasurer is stepping down in Juky and i have been asked ot do payroll nad invoicing then, but not accounts or end of year.
I am contrcated to 10 hrs a week.
WE have 40 children on role.
8 sessions a week.
It will increase to 12 - ish hrs a week in Sep I think.

[toomanyprojects]

we did this at a pre school where we used to live. I was the unpaid Treasurer on the Committee and the Administrator (paid) did I think 10 hours a week. There were 60 children on the register.

We divided the role like this:

Committee Treasurer

? Counter signatory on cheques
? Monitor bank account managed by Administrator
Sign off bank account
Sign off wage slips
? Review wages and fees annually
? Review whether or not a staff bonus should be paid (usually during the Spring or Summer term)
? Charity Commission
Complete Charity Commission form annually
Liaise where necessary
? Manage fundraising monies
(The Administrator will obtain the float)
Distribute the float where required
Collect money at fundraising events (or nominate a representative)
Count money collected, bag up and either pay in or give to The
Administrator
Record ins and outs for each event
Calculate profit and report back to committee meetings
? Manage twice yearly photograph sessions, distribute, collect money etc.
? Purchase gifts as decided by the committee


Nursery Administrator

? Pay monthly
Salaries
Tax andNational insurance
? Complete appropriate Inland Revenue documentation at end of tax year
? Ensure appropriate Inland Revenue forms are completed when members of staff start, and finish employment (e.g. P46, P45)
? Arrange police checks for new members of staff if these have not been carried out
? Obtain documentation for new members of staff e.g. photocopy of passport
? Invoice fees each term
? Ensure prompt payment of fees, and liaise with late payers
? Manage banking
? Manage Petty Cash
? Manage registration of new children
? Manage waiting list
? Administer changes in sessions required
? Administer Grant system
? Keep ?Welcome Pack? and ?About Me? up to date
? Procurement of stationary and Nursery equipment
? Keep Policy Documents
? Advertising
? Book staff training
? Maintain address/phone list of parents
? Manage day-to-day photographs of Nursery
? Administer local visit consent forms
? Co-ordinate Book Club orders

Funnily enough I am now an unpaid Treasurer where we live now with no administrator and do most of both lists. It's a smaller setting with 22 registered but I reckon it's taking about 5 hrs per week.

[CarGirl]

4-5 hours per week for an 18 place pre-school sounds correct. The treasurer should sign off the payroll but the administrator can then actually pay people IYSWIM. The treasurer should still be involved with checking the bank accounts (getting the statements before giving them to the administrator) that type of thing.