Office Administrator

Kids Cottage; Mosman Municipal Council; On-site; AUD 60,000 - 80,000; Full time

Job summary

Kids Cottage Middle Harbour seeks an organised Office Administrator to support daily office operations in a childcare setting, manage communications, records, scheduling and financial administration while ensuring compliance.

The role emphasises child-safety commitment, with duties including enrolments, attendance, invoicing and coordinating between staff, parents and management in a not-for-profit OSHC service.

Qualifications

• Experience in an administrative role, preferably in education/childcare.
• Strong organizational skills with attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent verbal and written communication skills.

Responsibilities

• Manage daily office operations and respond to inquiries.
• Maintain enrolments, attendance and incident records.
• Assist with weekly/monthly schedules.
• Process and maintain invoicing and fee tracking.
• Coordinate communication between staff, parents and management.
• Ensure compliance with regulations and policies.
• Support office supplies and equipment management.

Skills

Administrative experience

Organizational skills

Communication skills

Microsoft Office

Teamwork

Child safety

Professional boundaries

Tools

Databases

Management software

Job description

Kids Cottage Middle Harbour provides high-quality Out of School Hours Care (OSHC), including before-school, after-school and vacation care for primary school-aged children.

We are a not-for-profit service operating on the grounds of Middle Harbour Public School. Our dedicated team of OSHC professionals is supported by the Middle Harbour Public School P&C Association, our Approved Provider. The service is approved to provide education and care for up to 230 children and welcomes children from outside the local area during vacation care.

Kids Cottage is committed to providing a child-safe, inclusive and welcoming environment. The safety, rights and wellbeing of every child are our paramount consideration in all decisions and actions.

We are seeking a highly organised and motivated Office Administrator to provide essential administrative support within our busy and rewarding service.

About the role

An administrative role supporting daily office operations in an education or childcare setting, managing communications, records, scheduling, and financial administration while ensuring compliance with relevant regulations and policies.

Although this is primarily an administrative position, the successful applicant will be expected to actively support Kids Cottage’s child-safe culture and demonstrate a clear commitment to protecting children from harm.

Key responsibilities

• Manage daily office operations, including answering phone calls, responding to emails, and handling inquiries from parents, staff, and the community
• Maintain accurate records of child enrolments, attendance, and incident reports
• Assist with the preparation and management of weekly and monthly schedules
• Process and maintain financial records, including invoicing and fee tracking
• Coordinate communication between staff, parents, and management
• Ensure compliance with relevant regulations and policies
• Support with general office management duties, including maintaining office supplies and equipment
• Support compliance with the Education and Care Services National Law and Regulations, the National Quality Framework, the National Quality Standard and applicable child-safety requirements.
• Apply the principle that children’s safety, rights and best interests are the paramount consideration when undertaking duties or contributing to decisions.
• Follow the service’s Child Safe Code of Conduct, policies, procedures, privacy requirements and reporting obligations.
• Promptly report child-safety concerns, suspected risks, breaches of the Code of Conduct or inappropriate behaviour through the required internal and external reporting processes.
• Handle children’s and families’ personal information sensitively, securely and confidentially.
• Assist with compliance registers, staff records, mandatory training records and document-review schedules.

About you

• Proven experience in an administrative role, preferably in education, childcare, or similar fields
• Strong organizational skills with a keen attention to detail
• Excellent verbal and written communication skills
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and experience with databases or management software
• Ability to work both independently and as part of a team
• A professional, respectful and inclusive approach when communicating with children, families, colleagues and community members.
• A demonstrated commitment to child safety and to upholding children’s rights, wellbeing and best interests.
• Understanding of professional boundaries and appropriate conduct when working in a child-related organisation.
• A valid Working with Children Check, or willingness and eligibility to obtain one before commencing child-related work.

Mandatory Child-Safety Training

The successful applicant must:

• complete all mandatory child-safety and child-protection training required for their role and jurisdiction within the prescribed timeframe;
• complete Kids Cottage’s child-safe induction before or immediately upon commencing duties;
• participate in refresher training, professional learning and child-safety briefings as required; and
• understand and comply with their responsibilities for identifying, responding to, documenting and reporting child-safety concerns.

Continued employment is subject to maintaining all required checks, clearances and training.

About Us

Kids Cottage Middle Harbour provides high-quality Out of School Hours Care (OSHC), including before-school, after-school and vacation care for primary school-aged children.

We are a not-for-profit service operating on the grounds of Middle Harbour Public School. Our dedicated team of OSHC professionals is supported by the Middle Harbour Public School P&C Association, our Approved Provider. The service is approved to provide education and care for up to 230 children and welcomes children from outside the local area during vacation care.

Kids Cottage is committed to providing a child-safe, inclusive and welcoming environment. The safety, rights and wellbeing of every child are our paramount consideration in all decisions and actions.

We are seeking a highly organised and motivated Office Administrator to provide essential administrative support within our busy and rewarding service.

About the role

An administrative role supporting daily office operations in an education or childcare setting, managing communications, records, scheduling, and financial administration while ensuring compliance with relevant regulations and policies.

Although this is primarily an administrative position, the successful applicant will be expected to actively support Kids Cottage’s child-safe culture and demonstrate a clear commitment to protecting children from harm.

Key responsibilities

• Manage daily office operations, including answering phone calls, responding to emails, and handling inquiries from parents, staff, and the community
• Maintain accurate records of child enrolments, attendance, and incident reports
• Assist with the preparation and management of weekly and monthly schedules
• Process and maintain financial records, including invoicing and fee tracking
• Coordinate communication between staff, parents, and management
• Ensure compliance with relevant regulations and policies
• Support with general office management duties, including maintaining office supplies and equipment
• Support compliance with the Education and Care Services National Law and Regulations, the National Quality Framework, the National Quality Standard and applicable child-safety requirements.
• Apply the principle that children’s safety, rights and best interests are the paramount consideration when undertaking duties or contributing to decisions.
• Follow the service’s Child Safe Code of Conduct, policies, procedures, privacy requirements and reporting obligations.
• Promptly report child-safety concerns, suspected risks, breaches of the Code of Conduct or inappropriate behaviour through the required internal and external reporting processes.
• Handle children’s and families’ personal information sensitively, securely and confidentially.
• Assist with compliance registers, staff records, mandatory training records and document-review schedules.

About you

• Proven experience in an administrative role, preferably in education, childcare, or similar fields
• Strong organizational skills with a keen attention to detail
• Excellent verbal and written communication skills
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and experience with databases or management software
• Ability to work both independently and as part of a team
• A professional, respectful and inclusive approach when communicating with children, families, colleagues and community members.
• A demonstrated commitment to child safety and to upholding children’s rights, wellbeing and best interests.
• Understanding of professional boundaries and appropriate conduct when working in a child-related organisation.
• A valid Working with Children Check, or willingness and eligibility to obtain one before commencing child-related work.

Mandatory Child-Safety Training

The successful applicant must:

• complete all mandatory child-safety and child-protection training required for their role and jurisdiction within the prescribed timeframe;
• complete Kids Cottage’s child-safe induction before or immediately upon commencing duties;
• participate in refresher training, professional learning and child-safety briefings as required; and
• understand and comply with their responsibilities for identifying, responding to, documenting and reporting child-safety concerns.

Continued employment is subject to maintaining all required checks, clearances and training.

Child-Safe Recruitment

Kids Cottage Middle Harbour is committed to child-safe recruitment and has zero tolerance for child abuse, neglect and harm. Our recruitment and selection processes are designed to assess each applicant’s suitability to work within a child-safe organisation.

Preferred applicants will be required to participate in child-safety-focused screening, which may include:

• verification of identity and Working with Children Check clearance;
• employment-history and qualification checks;
• child-safety and professional-boundary interview questions;
• referee checks that specifically address suitability to work in a child-related environment; and
• any additional probity checks relevant to the position.

Applicants must disclose any information that could affect their suitability to work in a child-related organisation. Appointment will be subject to satisfactory completion of all required screening and pre-employment checks.