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HR/ Operations / Compliance - Office Manager

The Old Dairy Farm Nursery are looking to appoint a motivated, engaging individual to work as our HR, Operations, Compliance & Office Manager, reporting to the Nursery Director.

We are a family run nursery with a friendly team up approx. 25 staff, located on a working farm on the outskirts of Petersfield, with a large garden, outdoor play facilities, edible garden and our own chickens.

You should be a versatile colleague and communicator as you will need to build relationships with all staff, in addition to our parents and children.

This role carries a high degree of confidentiality, and the post holder must be able to respect this whilst remaining approachable to other members of the nursery community.

You should be a pleasant, professional, and efficient face of the school at all times. You will be able to manage your own time but also adapt to changing priorities.

Experience of working in a nursery environment would be an advantage, as would experience of line managing a small team, but neither is essential.

Requirements

  • CIPD qualification is desirable if not a good understanding of employment legislation

  • Demonstrable level of experience within the role

  • Computer literacy and proficiency in Microsoft Office

  • Attention to detail is a must as well as strong organizational skills

  • Ability to conduct self and work duties in a manner compliant with employment law

  • The ability to process detailed information effectively and consistently

  • To be able to work independently and as part of a team

  • High level of interpersonal & communication skills

  • High Level of Planning, prioritisation, and organisation skills essential

  • High-quality written and verbal communication

  • Excellent active listening skills

  • Interpersonal skills and an ability to build rapport with a wide variety of people

  • IT and database literacy with the ability to quickly pick up new systems

Key Responsibilities

  • Recruitment

  • Supporting and engaging employees and ensuring that all queries are addressed in an efficient manner.

  • Promoting efficiency by implementing improved operational procedures.

  • Help to administer and maintain all HR operations documentation, ensuring effective and efficient administration of all people related operations, policies, procedures, contracts, probations, starters, leavers, promotions, supervisions, appraisal process, etc and ensuring that all staff and managers are aware of HR matters that impact on their everyday life at ODFN.

  • Admissions

  • To support and ensure that all documentation is correctly gathered, signed and in place for access for any future audit that may be undertaken

  • Ensure compliance at all times with employment law and keep up to date with developments in employment legislation.

 

General

  • Deal with incoming correspondence by email, phone and post.

  • Adopt overall responsibility for the administrative functions of the nursery

  • Coordinate holiday working arrangements for staff.

  • Maintain accurate children files, including documentation relevant to new starters.

  • Liaise with the HR department when appropriate regarding staff records.

  • Be proactive in anticipating meetings, resources and materials that may be needed to ensure the nursery runs smoothly.

  • Support the Director, Learning and Teaching Manager and Deputy in ensuring compliance with all aspects of the EYFS/Early Years inspection criteria is maintained.

  • Make regular reviews to check documentation is up to date. This includes management and monitoring of the compliance / policy and procedures, health and safety requirements, risk assessments, safer food better business.

  • Providing the director with reminders of actions that need taking and liaising with key departments e.g. Health & Safety, HR.

  • Coordinate event planning such as open days/ key person meetings and information including liaising with the catering team as required, for special events and day to day.

  • Coordinate and communicate the daily calendar.

  • Be qualified to provide First Aid to injured children and staff, as necessary

  • Attend meetings and take minutes as required, following up all action points with staff involved.

  • Responsibility for ensuring morning attendance registers have been completed and are in line with our online programme Famly.

  • Be the initial contact for parents, staff and visitors. Greet visitors and ensure their experience is warm and welcoming

  • In conjunction with the Learning and Teaching Manager, create parental /staff communication through the online Famly portal.

  • Assist with the staff recruitment process as needed and contribute to the maintenance of staff files, including reminding staff when key documents (such as staff professional review paperwork) are due for update, in conjunction with the HR department.

  • Liaise with other nurseries, to coordinate and send transfer reports on pupils moving to other settings, or staff references for colleagues who have applied to work elsewhere.

  • Provide administrative support as required. This many include: the efficient organisation of documents, records and files, newsletters and other communications, maintaining a shared electronic filing system.

  • Support the Learning and Teaching Manager’s role as Designated Safeguarding Lead; maintaining utmost discretion at all times, including the management of confidential safeguarding information on children joining and leaving the school.

  • Ensure all Maintenance issues are addressed, and the appropriate jobs are outsourced/ resources are purchased

  • Monitor the process of updating nursery documentation. This may include: policies risk assessments, auditing incidents/accidents/complaints, surveys.

  • Provide reminders to named staff on each document before any update is due, then ensure revised documents are approved by the director before replacing and archiving previous editions.

  • Any other duties appropriate to the role

 

Applications must be made via a specific application form.

Old Dairy Farm Nursery is committed to safeguarding and promoting the welfare of children.  All staff are expected to share and support this commitment and applicants must be willing to undergo child protection screening appropriate to the post, including 3 references/ checks with past employers and the Disclosure & Barring Service.

  • Monday to Friday – ideal hours 9am – 3pm - 30 hours per week–  negotiable

  • Full time salary £25,000 – £28,000 depending on experience and qualifications

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