Senior Administration Reception

NOTE: Highly Preferred Female, Presentable, Fluent in English

Role requirements To ensure:

● All Sparks policies & procedures are adhered to by everyone.

● Utmost care and attention towards new and exciting clients with impeccable customer

service.

● Sparkers wellbeing is communicated to parents.

● Parents are connected with Sparkers through communication, updates and transparency.

● Sparks Preschool professionalism and family vibe are adhered to.

● Administration management

● Main client interface.

● Orientations.

● Alert

Target Area and need

• Client orientations with aim to secure the client
• Ensuring Sparks premises always is hygienic, clean and any maintenance requirements noted and facilitated
• Working closely with the Head of Curriculum to ensure each staff member is doing exactly as is required to maintain Sparks educational level.
• Ensuring monthly Science and sensory plans are ready, all resources sourced and daily plan implemented alongside teacher team leader.
• Ensure teacher team leader updates all circle time boards (own this process to ensure it looks good and is beneficial/ serves the preschool essential goal)
• Walk about. Responsible for the classes schedules and their adherence to it.
• Must promote and enforce all Sparks rules i.e. singing the transition songs, using the slides to get into the garden, walking to the right, hands on shoulders etc. (refer to teacher training for all areas which must be observed)
• Capture any issues, points or policy changes which hinder the implementation of such processes.
• Client relations, ensure ANY client issue is thoroughly investigated, reported and changes made to avoid the repetition of the issue in future.
• Management update sent weekly with such issues and any other notes required.
• Maintain Sparkers enrollment master file alongside Admin
• Be aware of Allergies and ensure they are being followed and update allergy list
• Thursday packs are checked
• Maintain the Art rooms look/feel/cleanliness and most importantly purpose.
• All money calculations and collection (tuition/ Extras etc.)
• Balance of Petty cash claim when required
• Maintenance schedule adhered to and maintenance list update (5 to 6 pm walk around daily)
• All employee Files and paperwork
• Manage/ liaise with the Events coordinator. Ultimately you own the outcome and success.
• Ensure What will Sparkers learn and event reminders are sent on ICare. ____________check from here
• Set reminder for any ICare notifications such as 'public holidays, events, health issues etc'
• All employee Files and paperwork in order (new employee to receive the details of what is required)
• Staff attendance for payroll back up
• Art, Curriculum and Admin procurement purchase order collection in week 3 and stock control / inventory alongside Accountant.
• Assist reception in front of house duties morning arrivals and evening dismissal process
• Provide training on Icare to any new teachers.
• Ensure Icare hard copy reports are filled out correctly by the teachers at 3 pm. Note any issues with children or concerns we must report to parents back on.
• Collect any Icare related issues, compile and fix with the Sparks online team.
• Responsible for Induction week alongside the Head of curriculum. Day one and two visits. Follow up that video and photos are sent week 1 on whats app.
• Sparks end of day security and closing procedure (ensure office is closed, all ACs and lights are off and gate is closed)
• Registration of new Sparkers (Induction dates, creation of ICare ID, classroom lists, following up application)
• Maintain Sparkers master file & newcomer file
• Answer all client queries on Whats app with automated messages. Ensure management is updated.
• Any incidents/ issues to be collected in detail and communicated to management. Follow resolution.
• Follow through any points from clients which require action and/ or investigation. Through till the solution/resolution is reached.
• Filing, Ouch report investigation and data collection.
• Responsible for all allergy updates/ circulations and monitoring.
• Food and all meal quantity & quality control
• Maintain Sparker and Mum Birthday listing and celebration ensure Sparks Crown is created. Any new siblings communicate to the teacher and ensure a big brother/sister card is created.
• Call Those absent for 2 or more days. Send an update to the Management team. Those not answering must be contacted by the manager.
• Induction lists sent on Thursday to Sparks Family group.
• Orientation and week one client list sent to our customer service officer.
• Receive payments as per tuition sheet
• Balance of Petty cash claim
• Maintenance schedule adhered to, collected and facilitated/ followed up.
• Sparker backpack, bag tag, week 1 video, week 1 photos received and sent to parents.
• Manage Reception and all associated tasks (text messages, leads, visitor logs, lead logs)
• Menu creation/ edits for allergies if required.
• Managing the kitchen & requirements alongside the side chef.
• Management of nannies. (placement, follow up, absentees, reports & damage control on mistakes, and bonus structure) weekly meeting and update management.
• Procurement needs and inventory for cleaning, kitchen, service station and nannies.
• Managing rosters and nanny breaks.
• Staff attendance for payroll
• Orientations
• Managing Security and Driver. Monitors visitor access and issue visitor pass
• Collect, sort, distribute and prepare correspondence, mail, messages and deliveries
• Schedule appointments for head of curriculum, behavior Therapist and key manager on duty. Maintaining & updating calendars, and reminding the respective personnel of the appointments
• Administrating weekend events/birthdays
• Create and print sheets, memos, mail, reports, photocopy and distribute
• Sparks end of day security and closing procedure

Job Type: Full-time