Childcare Admissions Administrator

Location: Millerstown, Kilcock, Co. Meath, W23 P76E

Flexible working hours available to suit your schedule

Job Purpose:

The Childcare Admissions Administrator will manage the end-to-end family journey from initial inquiry through enrollment. You will oversee waitlists, facility tours, state funding scheme registrations, billing setups, and compliance records, ensuring a smooth onboarding experience for new children and families.

Administrative Responsibilities:

· Enquiry & Tour Management: Answering phone, email, and walk-in queries, leading facility viewings, and explaining fee structures and room options. Optimizing child place numbers to maintain full capacity.

· Waitlist Administration: Maintaining and updating the waitlist according to priority guidelines (such as siblings, full-time need, or submission date).

· Enrolment & Paperwork: Distributing, collecting, and reviewing registration packs, medical history, emergency contacts, and parental consent forms.

· Funding Scheme Registration: Registering eligible children on the Early Years Hive portal for state funding schemes, including ECCE, NCS (using CHICK codes), and AIM support applications. Be inspection ready for Pobal or other inspector bodies

· Verification & Records: Checking mandatory documentation, such as the child's PPSN and proof of age, while ensuring secure, GDPR-compliant file storage.

· Ratios & Capacity Planning: Monitoring room occupancy to ensure proper child-to-staff ratios under Tusla regulations before confirming start dates.

· Billing Setup: Processing deposits, setting up direct debits or payment schedules, and applying applicable government subsidies to fee accounts.

· Settling-In & Onboarding: Coordinating phased transition schedules for new children and sharing important medical or dietary requirements with room staff prior to the child's start date.

· Create financial and statistical reports and tools using spreadsheets.

· Arrange and participate in staff meetings, training sessions, and other ad-hoc administrative duties as required.

· Assist in other administrative tasks to ensure smooth day-to-day operations.

Personal Attributes Required:

· Ability to work as part of a team.

· Innovative and proactive approach to tasks.

· Self-starter and self-motivated.

· Excellent organisational and time-management skills.

· Strong communication and interpersonal skills.

· Flexibility and adaptability in implementing change.

· Ability to work under pressure and meet deadlines.

· Professional manner at all times with a warm and caring personality.

· Enthusiastic, proactive, and positive attitude.

· Willingness to attend workshops and staff meetings as necessary.

Pay: €17.50 per hour

Expected hours: 25.0 – 30.0 per week

Benefits:

• Employee assistance program
• On-site parking
• Sick pay

Work Location: In person