[Urgent] Office Administrator for an Early Years Service

Office Administrator

Office Administrator for an Early Years Service
Reports to: Manager & Board of Management
Hours 9.00am until 3.30 pm in total 30 hours per week (Half hour lunch break Inc.)

Summer Time Hours will reduce to 25 hours per week

Job Purpose

To provide efficient administrative support to FerryFun Childcare & Afterschool Centre, ensuring smooth daily operations, accurate record keeping, and compliance with relevant childcare funding schemes, inspections, and communication needs. The Office Administrator plays a key role in supporting the Manager and educators in delivering a high-quality service to children and families.

Key Responsibilities

- Administrative Duties:

Maintain accurate records for children and staff, including registration forms, contracts, attendance, and emergency contacts.
Manage day-to-day office tasks such as filing, photocopying, data entry, and responding to phone/email queries.
Prepare and update staff rosters and time sheets in collaboration with the Manager.
Handle all correspondence including letters to parents, newsletters, and notices.

- Compliance & Record-Keeping:

Assist with preparation for Tusla, Pobal, and Department of Education inspections by ensuring all administrative documentation is up to date.
Maintain confidential child and staff records in line with GDPR requirements.
Support child-safeguarding administration (e.g., Garda vetting records, training certificates, incident logs).

- Finance & Funding Support:

Process invoices, receipts, and petty cash as required.
Assist with administration of ECCE, NCS, Core Funding, and other relevant childcare schemes (e.g., registering children, maintaining attendance records, submitting returns).
Liaise with parents regarding fees, subsidies, and billing queries.

- Communication & Family Engagement:

Be the first point of contact for parents and visitors – in person, by phone, and by email.
Support the Manager in maintaining effective communication with families, including updates, reminders, and policy notifications.
Help organise meetings, open days, and events where required.

- Staff Support:

Maintain HR records such as qualifications, CPD logs, contracts, leave records, and training certificates.
Assist with recruitment admin such as arranging interviews and maintaining candidate files.

Essential Qualifications & Experience

- Qualification in administration, office management, or similar (Level 5+).

- 1–2 years of administrative experience, preferably in a childcare, school, or healthcare setting.

- Excellent computer skills, including Microsoft Office (Word, Excel), email, and digital record systems.

- Familiarity with Pobal systems (e.g., HIVE portal) and Tusla compliance (desirable but not essential).

- Strong organisational and communication skills.

- Ability to handle sensitive information with professionalism and confidentiality.

- Experience in Payroll.

Personal Attributes

- Friendly, professional, and approachable manner.

- Ability to multitask and work in a busy, dynamic environment.

- High attention to detail and accuracy.

- Willingness to learn about the childcare sector and compliance requirements.

Desirable

- Knowledge of GDPR, Children First, and childcare funding schemes.

- Experience working in or with early years services.

- Familiarity with payroll or accounting software (e.g., Sage, Thesaurus).

Working Conditions

Based in FerryFun Childcare office (not remote).
Role may include occasional assistance during events or inspections.
Must be comfortable interacting with children, families, and staff in a childcare setting.

Please email CV and Cover Letter to ferryfunchildcare@hotmail.com for the attention of Alice Irish before Friday 24th of October 2025

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