Childcare Administrator

Small Friends Childcare & Education Oak Park

About Us

Small Friends Childcare & Education Oak Park is a newly established early learning centre committed to providing high-quality care and education in a warm, inclusive, and professional environment. As we build our foundation team, we are seeking an experienced and proactive Childcare Administrator to support the successful setup and ongoing operations of the service.

Position Summary

The Childcare Administrator plays a vital role in establishing strong administrative systems and ensuring smooth daily operations from the centre’s opening. This position requires previous experience in childcare administration and a strong understanding of compliance, enrolments, and Child Care Subsidy processes.

Key ResponsibilitiesCentre Establishment & Administration

• Set up and manage administrative systems for a new service
• Develop and maintain organised digital and physical filing systems
• Ensure compliance with National Quality Framework (NQF) requirements
• Prepare documentation for regulatory compliance and Assessment & Rating
• Maintain accurate child and staff records

Enrolments & Family Engagement

• Manage enquiries, waitlists, tours, and enrolments
• Process enrolment documentation and ensure compliance requirements are met
• Support families with Child Care Subsidy (CCS) processes
• Build strong, professional relationships with families
• Act as the first point of contact for all centre enquiries

Accounts & Financial Administration

• Manage fee processing, invoicing, and payment reconciliation
• Monitor outstanding fees and follow up professionally
• Administer CCS submissions and reporting
• Maintain accurate financial and attendance records

Staff & Operational Support

• Assist with staff onboarding and documentation
• Maintain staff compliance records (qualifications, WWCC, training)
• Support roster coordination and timesheet processing
• Coordinate maintenance, suppliers, and service providers

Essential Requirements

• Minimum 2 years’ experience in childcare administration (essential)
• Strong knowledge of Child Care Subsidy (CCS) processes
• Experience with childcare management software (e.g., Xplor, OWNA, Kinderm8 or similar)
• Sound understanding of NQF and regulatory requirements
• Excellent organisational and time-management skills
• Strong written and verbal communication skills
• Ability to work independently and establish systems in a new service

Qualifications & Checks

• Current Working with Children Check
• National Police Check
• First Aid, CPR, Asthma & Anaphylaxis (desirable)
• Certificate III or Diploma in Early Childhood Education (highly regarded)

Personal Attributes

• Professional, proactive, and solution-focused
• Strong attention to detail
• Warm and welcoming approach with families
• Ability to prioritise and meet deadlines
• Commitment to contributing to a positive centre culture

What We Offer

• Opportunity to be part of establishing a new centre
• Supportive leadership team
• Professional development opportunities
• Positive and collaborative workplace culture

Pay: $25.38 – $42.30 per hour

Expected hours: 37.5 per week

Work Location: In person