Administration & Digital Systems Assistant (9 Month Fixed Term Contract)

We’re looking for a highly capable, digitally confident Administration & Systems Assistant to support our nursery through a period of rapid improvement and modernisation. This role is ideal for someone who enjoys using technology, AI tools, and automation to streamline processes, reduce manual workload, and keep operations running smoothly.

What You’ll Be Doing

Implementing and Optimising Our New Admin Platform

• Upload and configure staff and child profiles within the new system
• Ensure data accuracy, consistency, and secure storage
• Customise system settings, workflows, and templates to improve efficiency
• Troubleshoot system issues and support staff with onboarding and training

Driving Digital Transformation

• Digitise archived documents using scanners, OCR tools, and automated workflows
• Organise digital and paper files using structured naming conventions and logical folder systems
• Reduce paper-heavy processes by introducing digital forms, automated logs, and smart templates
• Use AI tools (e.g., Copilot, ChatGPT, Microsoft 365 AI features) to create documents, summarise information, and streamline admin tasks

Everyday Office & Systems Support

• Manage enquiries, prepare documents, and maintain accurate records
• Monitor system usage and identify opportunities to automate repetitive tasks
• Create dashboards, trackers, and digital logs to support daily operations
• Provide confident, patient support to staff as they adopt new digital processes

Improving How We Work

• Analyse current admin workflows and identify inefficiencies
• Recommend and implement digital solutions that save time and reduce manual work
• Develop clear, simple, and scalable admin processes
• Introduce automation tools (e.g., Power Automate, Zapier, Microsoft Forms, SharePoint workflows) where appropriate

Essential Skills & Experience

• High level of IT proficiency, including confident use of digital platforms, databases, and cloud-based systems
• Strong experience using Microsoft Office 365 (Excel, SharePoint, OneDrive, Teams)
• Ability to use AI tools to support daily tasks (summaries, templates, document creation, data checks)
• Experience improving workflows, streamlining processes, or introducing automation
• Excellent organisation and attention to detail
• Ability to handle sensitive information professionally and securely
• Clear communication skills and confidence supporting others with digital tools
• Comfortable working independently and proactively identifying improvements

Desirable

• Experience in a school or nursery setting
• Familiarity with Power Automate, or similar automation tools
• Experience with digital transformation or system implementation projects

Safeguarding & Requirements

• Enhanced DBS check
• Commitment to safeguarding and secure record-keeping
• Understanding of confidentiality, GDPR, and safe digital storage