Early Years Operations Administrator

www.findapprenticeship.service.gov.uk - Jobboard; Bristol; On-site; GBP 22,000 - 28,000; Part time

Job summary

A community organization in Bristol is seeking an Operations Administrator for the Early Education and Childcare Department. This part-time role requires excellent organizational and communication skills, with a focus on customer service and support for families. The successful candidate will manage bookings, funding claims, and maintain records to aid in effective service delivery. A creative mindset and experience in childcare are preferred.

Qualifications

• Approachable and professional manner.
• Ability to create informative documents.
• Prioritize tasks and work independently.
• Excellent communication and interpersonal skills.
• Experience in a childcare setting is desirable.

Responsibilities

• Lead systematic communication for nursery space offerings.
• Support families through the booking and admissions process.
• Provide excellent customer service to families.
• Maintain accurate records of families accessing services.
• Administer funding claims processes accurately.

Skills

Communication skills

Organizational skills

IT proficiency (Microsoft packages, WordPress)

Customer service

Team collaboration

Tools

Microsoft Excel

Canva

Job description

BS3 Community Development has a vacancy for a passionate and conscientious person to join our team as an Operations Administrator in the Early Education and Childcare Department from September 2025.
About you…
Your role as Operations Administrator will be crucial to the smooth running of our Early Education and Childcare (EE&C) services, supporting the Family Services Manager, Head of Early Education and Childcare, Deputy Managers and the wider team. You will be based in the Family Services team working closely alongside three colleagues.
We want to hear from you if you are passionate about advocating for children and families; organised and process-led; and looking for creative opportunities to support our busy and diverse team.
The outgoing post holder says: “I have really enjoyed my time working at BS3 Community Development. I have learnt many new skills such as managing childcare funding and data analysis as well as having the room to explore my creative interests though designing and writing marketing materials and organising events and displays for the children and families. My favourite aspect of working at BS3 has been the people. The team are lovely people to work alongside, and it has been very fulfilling to watch many families' early years journeys - from expecting their first child all the way to wishing them luck at Primary School.”
The successful candidate will have the following skills:
An approachable and professional manner.
Ability to create documents that display information in an easy-to-read, accessible way, including charts, graphs, survey data.
Able to prioritise tasks and work without direct supervision, as agreed within the team, to achieve the objectives of the post.
Able to use a variety of IT systems e.g. Microsoft packages, especially Excel; WordPress; Canva; Google docs and surveys.
Ability to practice in a non-discriminatory way when approaching all colleagues, service-users, and carers.
Excellent communication and interpersonal skills including the ability to use tact where necessary.
A positive and can-do attitude and the ability to show initiative, flexibility and creative thinking.
Good timekeeping and reliability.
Experience with Famly is desirable.
An interest or experience in working in a childcare setting is desirable.
An interest in working for a charity/community organisation is desirable.
Your main duties would include:
Leading a systematic approach to offering new spaces and proactively communicate with families to inform them where we are unable to offer spaces and/or keep them updated.
Supporting families through the booking and admissions process including nursery “show-arounds”, managing the waiting list, answering queries and booking in.
Providing excellent customer service to families accessing our services face-to-face, on the phone and via email.
Maintaining accurate and up-to-date records of families accessing our services.
Administrating funding claims processes including producing accurate Estimates and Headcounts for Bristol City Council, drafting individual correspondence with all funded families, supporting with funding paperwork and working with BCC on the funding portal.
Ensuring the funding claims process is well organised and that Estimate and Headcount claims are submitted accurately and in advance of the relevant deadlines.
Providing clear information for parents, and responding to any queries, regarding the details of their entitlement.
Developing on and offline information materials to support families and providing additional information on aspects of early years practice, materials to support our “Open Minds” KPIs, and funding.
Supporting in the compilation of our monthly e-newsletter to parents/carers.
Collaborating with other members of the Family Services team and colleagues from other departments on designated projects, creative opportunities and activities that enhance the experience of the children in our care as directed by the Family Services Manager.
Undertaking additional administrative projects to develop our services as required.
This is a part-time position, with the option to discuss the working pattern. Please note that the position is All Year Round – we cannot accommodate Term Time Only working patterns for this role.
About us…
Our Nurseries are open for children between the ages of nine months and five years from 8am to 6pm daily, 50 weeks of the year. We are united in our desire to provide children in our care and their families with holistic, caring and supported childcare. We have a fantastic team spirit and are driven to deliver excellent service that contributes to BS3 Community’s overall mission to improve the lives, wellbeing and happiness of our BS3 neighbours.
Playing a role in a little person’s early education and care is a privilege and the Family Services team are passionate about enhancing each child’s experience and ensuring that their families are supported. We carry out all tasks, whether administrative, creative or operational with enthusiasm and dedication, and pride ourselves on our innovative outlook.
BS3 Community are committed to safeguarding and promoting the welfare of children and young people and expect all staff to share this commitment. BS3 Community is committed to being an equal opportunities employer.
SAFEGUARDING NOTE: As this role is working in a “regulated activity” according to the Safeguarding Vulnerable Groups Act 2006, the successful applicant will require an Enhanced Disclosure and Barring Certificate (DBS).
To successfully fulfil our vision (aim) we need a truly diverse workforce that reflects the society we serve.
We therefore welcome and encourage applications from anyone who meets the job requirements. We are actively seeking people with a wide variety of backgrounds and experiences in terms of ethnicity, culture, and religion, LGBTQ+ candidates, people from any socio-economic background, those who consider themselves to be or have been diagnosed as neuroatypical or have psychological or physical conditions or levels of ability that may require adaptations or support.