Nursery Administrator

Tops Day Nurseries; Portsmouth; On-site; GBP 17,000 - 19,000; Full time

Benefits offered by this job

Up to 60% childcare discount

Blue Light Card & Each Person perks

Health & wellbeing support

Generous Holiday allowance including a

Birthday off & wellbeing day

Job summary

Tops Day Nurseries in Portsmouth is hiring an Administrator to support nursery operations and reporting to the Nursery Manager. You will help with data management, invoicing, funding applications, enrolments, and documentation to uphold high standards of service.

The role requires experience in administration, strong MS Office skills, and a professional approach to handling confidential information. 40-hour weeks with a pay rate of £12.72 per hour, and a comprehensive benefits package.

Qualifications

• Experience in administrative roles, preferably in childcare settings.
• Strong Microsoft Office skills and ability to work under pressure.
• Excellent communication, both written and verbal.
• Professionalism with confidential information and data handling.
• Ability to manage a varied workload and meet deadlines.
• Commitment to CPD and adherence to policies.

Responsibilities

• Child Data Management: maintain child/parent records and manage session bookings.
• Invoicing: generate invoices, manage deposits and payments, handle debtor processes.
• Funding Management: process funding applications and liaise with authorities.
• Enquiries & Enrolments: handle inquiries and manage enrolment processes.
• Documentation & Records: keep organized internal and external documentation.
• Catering & Nursery Milk: coordinate meal orders and manage milk scheme compliance.

Skills

Administrative experience

Microsoft Office

Communication skills

Attention to detail

CPD oriented

Education

GCSE or equivalent

Job description

Location: Portsmouth, Hampshire, United Kingdom Hampshire

Job type: Full Time Permanent

Salary: £12.72 Hour

Contracted Hours: 40 hours per week

Why Join Tops Day Nurseries?

At Tops Day Nurseries, we’ve been shaping futures since 1990. As the UK’s largest employee-owned childcare group, we know that valuing people is the key to success. When you join us, you become more than an employee you become a co-owner with a voice, opportunities to grow, and a share in our success.

With over 30 nurseries across the South of England, we provide outstanding early years education and childcare for babies, toddlers, and preschool children. With opportunities for Apprenticeship, Nursery practitioners, Nursery Managers & Casual staff, we are always looking for passionate individuals to join us.

We’re proud to be recognised as a World’s Happiest Workplace 2025 and one of the Top 10 Apprenticeship Employers in the UK (2024).

About The Role

As our Administrator, you will be a pivotal part of our nursery team, working closely and reporting to the Nursery Manager to uphold our high standards of operational excellence.

About The Nursery

Tops Southsea Nursery is a 60 place Day Nursery & Pre-School situated in Bruce Road, Southsea. The nursery run several extra-curricular activities including Tops Forest School, cooking school, Boogie Mites, yoga, meditation and much more!

Why You’ll Love Working with Us

At Tops Day Nurseries, we believe in rewarding our team for their hard work and dedication. Here are some of the fantastic benefits you’ll enjoy as part of our family.

• Up to 60% childcare discount at Tops Day Nurseries
• Exclusive discounts & rewards via Blue Light Card and Each Person platform (gyms, cinema, shopping, travel & many more)
• Health & wellbeing support- NHS prescriptions, optical care & dental treatment
• A generous holiday allowance- including your birthday off & a wellbeing day!

As well as many more exciting benefits! You can view the full list on our page or Careers website!

Key Responsibilities

• Child Data Management: Maintain accurate records of child and parent information, manage session bookings, monitor occupancy levels, and ensure compliance with regulatory requirements.
• Invoicing: Generate and dispatch invoices promptly, manage deposits and payments, and handle debtors' processes with sensitivity and accuracy.
• Funding Management: Record and process funding applications, including term-time, and stretched funding, liaising with local authorities to ensure timely processing.
• Enquiries & Enrolments: Assist in handling enquiries, manage enrolment processes, and ensure all necessary documentation is completed accurately.
• Documentation & Records: Maintain comprehensive and organised documentation both internally and with external partners.
• Catering & Nursery Milk: Coordinate meal orders, ensuring dietary needs are met, and manage the nursery milk scheme in compliance with government guidelines.

About You

Essential Qualities:

• Experience in administrative roles, preferably within a childcare setting.
• Self-motivated, reliable, and enthusiastic with a strong ability to work effectively under pressure.
• Uphold professionalism with a commitment to handling confidential information sensitively.
• Proficient in Microsoft Office suite (Excel, Word, PowerPoint) and strong administration skills.
• Excellent communication skills, both verbal and written.
• Ability to manage a varied workload, prioritise tasks, and meet deadlines.
• Willingness to engage in Continuous Professional Development (CPD) and adhere to company policies and procedures.

Qualifications

GCSE Grade C or Level 4 or above or equivalent.

Important Safeguarding Information

Because this role involves regulated activity with children, all candidates must:

• Hold (or be willing to obtain) an enhanced DBS check registered on the Update Service. If you don’t yet have one, you’ll need to cover the cost.
• Be eligible to work in regulated roles- not on the Children’s Barred List.
• Successfully complete background and reference checks.

At Tops Day Nurseries, we are an equal opportunities employer, committed to creating an inclusive workplace where everyone feels valued and respected.