School Administrator (Full Time, Term Time plus 2 weeks)

The Croft Preparatory School is an independent co-educational day school for children from 2 to 11 years old, situated in a beautiful 30-acre site, in the heart of the Warwickshire countryside, on the outskirts of Stratford upon Avon.

We welcome applications from all sections of the community.

School Days/Hours: Monday to Friday 8.00am to 4.30pm during term time (when school is in session); 35 weeks per year plus two weeks during non-term time.

Job Purpose: Oversee the professional functioning of the school office, administrative support team, and key operational systems, ensuring that parents, pupils and staff receive exceptional service. Provide an efficient and proactive welcoming environment to support the School’s Values.

Person Specification:

You will have professional service or administrative qualifications and proven experience in a customer service related field.

You will have experience in establishing and developing positive professional relationships with families from diverse backgrounds. Ideally you will have experience in an educational setting.

We are looking for someone who is hard working with high expectations; enthusiastic and resourceful with a “can do” attitude; IT literate, approachable and empathetic; enthusiastic and resourceful; willingness to be flexible and work collaboratively.

You will need to complete an application form (we are unable to accept applications without this completed). You can find an application form on our website or you can request one by submitting your interest.

Job Description: School Administrator (8.00am to 4.30pm), paid lunch break

Key Results Areas and Main Duties

The role is central to ensuring professional and efficient School office administrative support and managing communications.

Operational Administration & Coordination

· Oversee reception and front-of-house services to ensure a warm, professional environment for families and visitors

· Handle incoming calls, emails and direct enquiries to relevant colleagues, in a timely manner

· Manage school calendars, planning cycles, and administrative support for events (e.g. parental engagement sessions, whole-school events, assessment days)

· Support compliance administration relating to safeguarding, health & safety, HR onboarding, and policies in partnership with relevant leads

· Assist the Business Manager and SLT with documentation, minutes, reports, and administrative support for meetings and inspections

· Assist teaching staff with administrative preparation, school trips, visitor arrangements, lost property and administration of Peripatetic teachers

School Administration Management

· Manage the day-to-day running of the school office and administrative function

· Lead, support, and develop administrative staff, ensuring high performance and a positive, service-minded culture

· Maintain effective systems and workflows for communication (including verbal and written), record-keeping, documentation and operational support

· Ensure administrative policies and procedures are up to date, compliant, and aligned with school priorities

Communication and Stakeholder Support

· Act as a central point of contact for staff, parents, and external stakeholders on administrative matters

· Ensure timely, clear communication of key information via newsletters, email, and parent communications

· Manage internal communication workflows to support efficient coordination among teaching and support teams

· Promote a culture of responsiveness, discretion, and professionalism within all administrative interactions

· Have an awareness of the admissions process to ensure effective communication and support

MIS Management and IT Oversight

· Serve as the lead administrator for the School’s MIS systems, acting as the school’s primary point of contact for troubleshooting and support

· Ensure the accuracy, integrity, and security of data entered into MIS systems, including pupil records, attendance, medical details, reports, and communications

· Coordinate with IT support providers (internal or external) to maintain seamless access and system performance

· Lead staff training on MIS systems (both introductory and refresher) to ensure confident and consistent use across the school

· Maintain an ongoing understanding of MIS system updates, modules, and new features, advising SLT on opportunities for process improvement

· Support the integration of MIS systems with other school systems (communications, finance, admissions, etc.) where applicable

Data, Reporting & Compliance

· Maintain accurate and up-to-date administrative records in line with regulatory and safeguarding requirements

· Support preparation for ISI inspections, audits, and compliance checks by ensuring administrative documentation is accessible and well organised

· Produce data reports and analytics from MIS systems to assist SLT decision-making

· Oversee secure data storage, retention, and GDPR compliance across the administrative function.

This list of responsibilities is not exhaustive and the employee may be required to perform duties outside of this brief as is operationally required and at the discretion of the Business Manager or Headteacher.

We have a Growth Mindset ethos for all. Therefore we expect all staff to have the enthusiasm and ability to inspire, motivate, develop and innovate, together with the desire to make a difference.

The Croft Preparatory School is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. Applicants must be prepared to undergo appropriate KCSiE screening, including checks with past employers and the Disclosure and Barring Service.

Excellent benefits (including 8% pension)

Pay: From £27,000.00 per year

Benefits:

• Company pension
• Discounted or free food
• Free parking
• Health & wellbeing programme
• On-site parking

Work Location: In person