Go to job search

Operations Assistant

Cheddar First School and Preschool

Operations Assistant

£23114

Cheddar First School and Preschool, Cheddar, Somerset

  • Part time
  • Permanent
  • Onsite working

Posted 2 weeks ago, 14 May | Get your application in now before you miss out!

Closing date: Closing date not specified

job Ref: 20164d445240466280c5cc2d08f63f2c

Full Job Description

  • As a member of the Operations team, support with the smooth-running of the operational element of the school business

  • To provide effective administration within the school office

  • Promote a business-like office environment, forming excellent relationships with parents and staff

  • Contribute to the overall ethos and aims of the school and meeting the needs of the children

  • Take ownership for funding applications and Preschool administration

  • To safeguard the children of the school, School Information Management System (SIMS)

  • Responsible for checking SIMS Attendance register. Children absence to be investigated and record details in SIMS.

  • Maintain the SIMS database in school for pupils and update records accordingly. This will include sending and receiving common transfer files (CTF) when pupils start and leave.

  • Send texts out to parents if required.

  • Monitor attendance and produce reports as required.


    • General Office and Preschool Administration
  • Offer a helpful, professional and approachable service to all parents and visitors to the school, both in person and by telephone and email.

  • Check the schools email inbox each day and respond to any queries, and forward relevant emails and information as required.

  • Ensure all visitors sign in the visitor book and are given a badge and are aware of safeguarding procedures within the school.

  • Ensure all visitors are aware of the fire procedures in school.

  • Assist with the administration of school trips, visits and coaches, and then draft letters to send to parents/carers.

  • Order supplies as necessary with authorisation from the Headteacher or Operations Officer.

  • Update website as and when with letters and events and keep calendar up to date.

  • Open post daily and respond where necessary.

  • Keep copies of all signed delivery notes and file accordingly.

  • Prepare letters as advised by the Headteacher or class teacher, including weekly/monthly bulletin/newsletter.

  • Liaise with club providers for dates, costs and payments when not directly provided by school.

  • Assist with the arrangements for school visits, induction days and major events such as open afternoons/evenings; school plays; awards and events.

  • Liaise with Central Team for operational matters such as finance, human resources and health and safety when required.

  • Provide confidential secretarial service to Headteacher, Senior Leadership Team (SLT) and Operations Officer to include correspondence, reports, references, mail, diaries, appointments and meetings.

  • Cover break and lunch-time duties when required.

  • Monitor the preschool mailbox.

  • Assist with preschool administration.


    • School Meals
  • Edit and circulate menus in accordance with relevant weekly cycles.

  • Collate the lunch orders, process and communicate through to the production kitchen team daily.

  • Follow daily procedures for catering to specific school need.


    • Premises
  • Ensure that the school site is safe and presentable each day. This may include carrying out routine checks of the site.

  • If a fault is reported or occurs, try to establish urgency and contact relevant tradesperson. Order cleaning supplies as necessary.


    • Health and Safety
  • Following relevant training, assist with first aid for pupils. If a child needs to be given medicine, make sure parent completes the relevant form and keep medicine in the locked medicine cupboard.

  • Order First Aid supplies as and when necessary.

  • Record any accidents/incidents in the relevant log.

  • Advise Operations Officer of any reported or potential health and safety problem.

  • Working with the Operations Officer, ensure emergency procedures are updated termly or when required.


    • Finance
  • Provide admin support to the nursery including inputting of finance and processing claims.

  • Use ParentPay to manage payment for trips, clubs and lunches. Includes setting new pupils up on the system and year end procedures.

  • Ensure all income taken from parents is placed in the safe and make sure it is locked at night.

  • Perform regular upload of new pupil data onto ParentPay.

  • Assist with the organising of after-school clubs, including managing bookings, registers and payments on ParentPay.

  • Complete all Preschool funding applications.

  • Compile, create and send parent invoices, cross check invoices with bank statements for Preschool