Deputy Manager

This document forms part of the employment contract for the position of Deputy Manager. It will be amended or altered by the Provider as required to facilitate the safe and effective running of the Nursery

The Deputy Manager is responsible for ensuring outstanding quality of educational environment and care for all the children in the Nursery by:

? Reviewing and developing annual, monthly, weekly and daily planning and ensuring a balance of child parent community and publicity,

? Monitoring the effectiveness and quality of planning in each nursery and developing planning,

·        Monitoring the quality of children’s records and profiles and developing these,

·        Having responsibility for ensuring that all children are involved in worthwhile activities,

·        ensuring that the resources are used with care, to avoid breakage or waste,

·        having an understanding of equal opportunities and the Nursery’s equal concern policy and being able to share this with other staff and parents/carers,

The Deputy Manager is responsible for annual, developmental and strategic planning and operational responsibilities in conjunction with the Manager, this includes:

? Be fully confident and able to use the Nursery computer and Nursery management computer programme

? Supporting, mentoring and enabling staff to develop in their roles, by providing a support framework, and regular supervisions

·        Responses to OFSTED reports,

·        responses local Authority requests, such as development plans and funding agreements.

·        Reviewing policy

·        Ensuring that Mangers and deputies have different annual leave and opposite shifts. Ensuring all staff entitlement is managed effectively

·        Overseeing the Nursery staffing and deploying suitable junior and senior staff as may be required,

·        Oversee and research the fee structure, annual fee review and attendance patterns in consultation with the Nursery Provider,

·        Act as health and safety co-ordinator and officer,

·        Review, research prepare and draft policy as appropriate,

·        Plan and oversee organisation of any charity events in consultation with staff,

·        To discuss with the Provider suppliers, sponsorships, and any other charity agreements before changes, additions or agreements are made,

·        Strategic research and development and planning, in terms of accessing grants, premises or other key areas for Nursery development,

·        Implementing any changes to the law, Nursery Policy or interpretation,

·        Managing areas within agreed budgets within the Nursery,

·        Developing or implementing any changes as a result of inspection by any agency,

·        The process of re registration of any Nursery in consultation with the Provider,

? Constant review and monitoring of occupancy levels to ensure that they are maintained to maximum capacity. Proactively marketing the Nursery to meet these objectives

? Utilisation of Early Years partnerships

? Ensure all required monthly returns are made

? Ensure the maintenance of balanced menus within the Nursery and that all food provided conforms to the Food Safety Requirements

The Deputy Manager is responsible for personnel, staff development, training and discipline  in conjunction with the Manager, this includes:

? Recruitment, training, appropriate checking and induction of new staff, and ensuring this meets safer recruitment processes

? Ensure all staff records concerning leave and any other records are accurate and up to date

? Motivation and appraisal/supervision  of staff, taking into account company policy , individual job descriptions and the needs of the Nursery

? Ensuring that the nursery has enough float and part time supply staff so that agency staff do not have to be called in,

? Ensuring that the NVQ or relevant training provider is meeting the needs of the Nursery, it’s staff and children and provides a good quality service,

? Developing, overseeing and maintaining a dynamic series of staff meetings and training, ensuring that the aspects of child protection, parent relationships and health and safety are covered on an annual basis. Planned programme and dates to be confirmed with the Provider,

? Reviewing staff practice on a weekly basis to ensure that it meets the highest standards,

? Managing and reviewing staff  performance through appraisal and observations,

? Managing and mentoring  Deputy Managers, room leaders

? Delivering and facilitating monthly meetings for communication, planning review and mentoring. Contents to be discussed with the Provider,

·        ensuring that attendance, timekeeping and lateness within the Nurseries is of a high standard and monitoring the bonus scheme that relates to this,

·        Ensuring higher standards of dress and appearance of staff within the Nurseries and that staff conform to the contractual dress code, clean, ironed, plain trousers and simple jewellery,

·        Implementation, development and review of staff appraisal in September and March each year,

·        leading by example,

·        communication to explain, motivate and instruct,

·        Reviewing the practice of part time self employed staff,

·        monitoring and discussing staff job descriptions with individuals and the staff team as a whole, and ensuring that all staff are fulfilling their job descriptions,

·        Deciding on Pay awards with the provider  and discussing staff pay awards with the staff within the budget,

·        discussion and instruction, and discussing any areas of concern/change with the provider,

·        managing and directing of temporary staff in consultation with the provider

·        encouraging and supporting staff to consider and undertake personal development and further training if appropriate for their aspirations or the needs of the Nursery,

·        Discussing staff promotions with the Provider

·        implementing and managing all areas of the discipline and grievance procedure in consultation with ACAS, FSB, NDNA and HR contacts

The Deputy Manager takes responsibility for all aspects of effective daily, monthly and annual running of the Nursery in conjunction with the Manager including:

? Overseeing the preparation for inspections and management of inspections

·        Having an understanding of local authority policies or government guidelines for Early Years, and ensuring all such guidelines and standards are met. Including 2 year old checks, prevent duty and anything else

·        to take overall responsibility for the running of the Nursery, reporting to the provider in a timely manner

·        to ensure that machinery is in good working order and to take appropriate steps to instruct repair or maintenance of any machinery that requires it, and informing the Provider  of any machinery that is broken

·        having an overview of the Nursery at times whilst on duty and the Nursery is in operation,

·        undertaking any duties and responsibilities of the Deputy Managers in their absence,

·        acting as and being a “suitable person”

·        monitoring the staff performance and managing all the activities within the Monthly Management Schedule,

·        changing shifts at a moments notice

·        maintaining a ‘Suitable Person on the premises at all times, this may require overtime and staying on the premises during breaks,

·        supporting and encouraging staff with course work in particular NVQ Level 3.

·        co-ordination and attendance of Staff Meetings,

·        implementation of existing and new policies and developed policies

The Deputy Manager has responsibility for having a working knowledge of Child Protection Issues/Procedures and:

·        keeping abreast of any changes in the law or Local Authority Procedures,

·        informing other members of staff as appropriate,

·        arranging staff meetings in relation to training for the above,

·        consulting with the Provider  in the case of suspected abuse,

·        taking and recording agreed actions in relation to the above in consultation with  the Provider,

·        recording suspected abuse and liaising with outside agencies, 

·        ensure staff training and awareness, are kept up to date

·        Ensuring that final decisions must always be made in consultation with the Provider if possible,

·        Whistle Blowing

The Deputy Manager is responsible for the smooth running of the Nursery in conjunction with the Manager:

·        a positive approach to everyday challenges,

·        facilitating liaison and effective communication between all members of staff,

·        ensuring that at all times staff are directed to meeting/child adult ratios,

·        ensuring that staff float between the nurseries if required to meet ratios,

·        analysing the options before deciding on a course of action,

·        contacting the Provider   in an emergency,

·        reflecting on and analysing the effectiveness of the Nursery with the provider

·        Any other reasonable task or activity required by the Provider in the running and Management of the Nursery.

The Deputy Manager is responsible for ensuring the outstanding standards of health and safety practices are adopted and adhered to in the Nursery:

? Ensuring the security systems are always fully operational and used correctly by staff

? Maintaining and monitoring the accident log book in accordance with requirements and legislation and that all relevant reports are dealt with e.g. RIDDOR

? Supervise and monitor the administration of medication within the Nursery according to policy

·        bringing to the attention of the Provider any health and safety issues urgently,

·        ensuring that equipment is safe and in good order, and immediately removing any equipment that is not and informing the Provider,

·        ensuring that all equipment meets British safety standards,

·        undertaking risk assessments/analysis and inspection of the premises as in the Managers Management Schedule and in liaison with the Provider,

·        undertaking cleaning checks to the highest standards, and noting on the cleaning schedule any areas for action, and contacting those to responsible

·        ensuring that safety practices and policies are understood and adhered to by all members of staff in relation to bodily fluids,

? Ensuring that staff have an excellent working knowledge of the Nursery Health and Safety Policy.

? Establish and regular practice of evacuation, health and safety procedures and medication administration

? Discussing with the provider any updates that may be required within Nursery policy

The Deputy Manager is responsible for developing and maintaining positive relationships with parents in conjunction with the Manager.

·        production and distribution of a monthly Newsletter for the Nursery final copies to be approved by the Provider,

·        Regular. informal communications with parents as required,

·        co-ordination of and attendance at formal Parents Evenings twice a year with a view to a slightly different emphasis at different meetings,

·        Overseeing the standards of communication between parent’s children and staff in the Nursery and ensuring high standards are met.

·        Reviewing and developing parental involvement in the daily life and special events organised in the nursery and through the annual planning and specific events and times of the year

·        Reviewing parent information boards and parent displays and newsletter to ensure communications are well presented and clear and include all information necessary or required by OFSTED

·        Having an excellent knowledge of and being able to discuss Nursery Policy, with staff visitors and parents.

·        Reporting all parental complaints and concerns whether written or verbal to the Provider, investigating such complaints in cooperation with others responding to parents/guardians/carers.

·        having an excellent knowledge and understanding of the Prospectus the Nursery and the procedure for enrolment and being able to communicate this,

·        showing new parents around and enrolling them,

The Deputy Manager is responsible for accounts management in the Managers absence.

? Being fully responsible for accurate accounts and petty cash records

? Being fully responsible for fee collection

·        Having an overview of accounts and problem accounts within the Nursery and liaising to ensure collection

·        Liaising with solicitors to ensure collection of debts

The Deputy Manager has responsibility for Security, specifically:

·        Holding keys for the Nursery in a secure manner

·        maintaining a secure environment whilst the Nurseries are occupied at all times,

·        Unlocking and locking the premises

·        Monitoring the security of staff and children’s records

·        Monitoring the security of children in the Nurseries and the buildings

The Deputy Manager is responsible for Promoting the Nursery including:

? All areas included in parent relationships

? Ensuring that the outside of the Nurseries remains attractive and from time to time window displays, garden displays etc are maximised in order for the Nurseries to be noticed

? Ensuring that the Nurseries receive regular press coverage on special events

The Deputy Manager is responsible for Reporting to the Manager/Provider in the following areas in a timely and accurate manner:

? Any areas for staff concern, discipline or grievance

? Any areas of parental concern or grievance

? Any understanding of changes, supplement schemes, grants or any other issue that may benefit or adversely affect the business

? Annual questionnaires/returns from parents,

? Any child protection issues

? Any issues from inspections from any agency