Primary School System Coordinator

Primary School System Coordinator

Impact Food Group

Purpose of the Role

The purpose of this role within the Central Admin Team is to ensure the smooth set up, operation, accuracy, and efficiency of IFG’s administrative and system processes across all primary schools.

Working collaboratively, the team provides comprehensive support to schools, parents, and operational teams through effective management of various systems (currently Forbrains, Kanpla, Fourth and Pebble) and related platforms.

Together, the roles within the team are responsible for maintaining data integrity, supporting the mobilisation of new schools, coordinating menu and calendar updates, managing parent and school communications, and producing essential operational and financial reports.

Role Responsibilities:

System Administration:

Build and maintenance of primary school ordering platforms

Onboarding and training of new clients to ordering platforms

Distribute parent and staff accounts/invitation links across all ordering platforms

Menu updates and verification to ensure parents see correct meal options

Managing term dates, closed days and calendar updates

Verify and cross-check menu choices to system build

Prepare and amend trip and theme-day menus, including mass or manual deletion of meals

Create and maintain menu cycles in accordance with operational schedules

Menu & Calendar Management

Create usable menu templates for meal ordering platforms

Receive, check and interrogate submitted menus from Food Team before platform menu building begins

Create menu layouts, ensuring accuracy across all ordering platforms before publishing

Prepare annual academic calendars with all relevant term dates in a timely manner to facilitate system updates

Collaborations & Meetings:

Attending scheduled and ad-hoc meetings with system partners and internal teams to build development and iron out issues

Liaising across Central Admin Team, Mobilisations Director and Operations Team for consistent data and quality service

Collaborate across departments to identify and resolve recurring system issues

Support new school onboarding and integration activities

Train new team members ensuring consistent knowledge of system processes and protocols

Skills & Experience

Strong communication and interpersonal skills

Outstanding customer service skills

Excellent organisational and multitasking abilities

High attention to detail with a proactive approach to problem solving

Competent in Microsoft Office and database systems

If you’re a collaborative, solution-focused administrator who thrives in a busy and purposeful environment, we’d love to hear from you. Join us and be part of a team that is transforming lives through the power of food, making a genuine difference for students across the UK