Office Administrator (Credit Control & Operational Tasks)

Job Specification: Operational Administrator (Credit Control & Operational Tasks) 

Position Title:

Operational Administrator 

Department:

Operations 

Location:

Scarisbrick Hall  

Reports To:

Administration Manager 

Salary: £27,456 

Employment Type:

Full-time 

Job Overview: 

We are seeking a proactive and detail-oriented Operational Administrator to join our team. This key role will involve overseeing credit control activities, as well as supporting a range of operational tasks to ensure smooth business processes. The ideal candidate will possess strong administrative skills, a good understanding of credit control procedures, and the ability to manage multiple tasks efficiently. 

 Scarisbrick Hall School is proud to have a reputation for high academic standards and staff who will go ‘above and beyond’ to secure the best possible outcomes for all students. The school is set in the beautiful setting of Scarisbrick Hall Park including woodland, lake and attractive surroundings. Scarisbrick Hall School is a member of the Independent Schools Association.

We are committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening, including checks with past employers and them Disclosure & Barring Service. A full employment history is required for all applicants. The school will conduct this check.

 Key Responsibilities: 

1. Credit Control:       

Invoicing & Billing: Work closely with an invoicing team to ensure all invoices

are raised in a quick and efficient manner.        

Credit Management: Monitor customer accounts and ensure credit limits are adhered to.     

Debt Collection:

Chase overdue payments, liaise with customers to resolve any disputes, and negotiate payment plans where necessary. 

Account Reconciliation:

Regularly reconcile customer accounts, ensuring all payments are accurately applied. 

Reporting:

Prepare weekly/monthly reports on outstanding debt, overdue accounts, and

payment status for senior management. 

Risk Management: Identify potential risks to cash flow and alert management to any significant issues. 

2. Operational Administration: 

Process Coordination:

Support daily operational tasks, ensuring smooth business functions across

departments. 

Data Entry & Record Keeping: Maintain accurate and up-to-date

records of operational processes, including customer orders, inventory, and

delivery schedules. 

Communication & Support:

Act as the primary point of contact for internal and external stakeholders regarding operational queries, order status, and delivery updates. 

Document Management:

Organise and maintain filing systems,

both digital and physical, for operational documentation, invoices, contract and customer information. 

Meeting Coordination: Assist in the scheduling and coordination of operational meetings, including preparing agendas, taking minutes, and tracking action items. 

Scheduling: Create schedules of work for members of staff working in chargeable services such as TCM.  

 3. General Administration: 

General Office Support: Assist with general administrative duties, including handling calls, responding to emails, and managing correspondence. 

Database Management: Ensure the integrity of the operational databases by regularly updating and correcting information as required. 

Procurement Assistance: Assist with purchasing office supplies and equipment, ensuring inventory is maintained and ordered when needed. 

 Required Skills & Qualifications: 

Experience: 

Minimum of 2 years’ experience in an administrative role, ideally with a focus on credit control or finance-related tasks. 

Previous experience in operational administration or business support is highly desirable. 

Skills: 

Strong knowledge of credit control processes and financial systems. 

Excellent organisational skills with the ability to prioritise and manage multiple tasks. 

Proficient in Microsoft Office (Excel, Word, Outlook), with the ability to learn new

software quickly.   

Attention to detail and accuracy, particularly in financial and operational data. 

Excellent verbal and written communication skills.    

Ability to work independently as well as part of a team.   

Problem-solving ability and a proactive approach to resolving issues. 

 Desirable Attributes: 

 Experience with accounting software or ERP systems (e.g., Sage, QuickBooks, SAP). 

Strong customer service orientation and ability to build effective relationships with clients. 

Ability to maintain confidentiality and handle sensitive financial information. 

Positive attitude with a strong work ethic and a can-do mentality. 

Time management skills and the ability to meet deadlines in a fast-paced environment. 

 Desirable Qualifications: 

CSBM Level 4 

Work Environment:

Office-based 

Hours: Monday to Friday – 9:00 – 18:00