Senior Administrative Assistant

What skills and experience we're looking for The Forge Trust is an expanding Multi Academy Trust and wishes to appoint a motivated Senior Administration Assistant to work within West Park Academy. The successful applicant will be responsible to the Principal and the Finance Director. Job Description To ensure the smooth running of the School Office and the operation of office systems. The postholder has some supervisory responsibility assisting in training of staff. Responsibilities Finance Annually populate the school budget in line with priorities set by the Principal and the Finance Director and provide accurate reports regularly throughout the year to enable the Principal to track the budget. Run scenarios for Principals when significant new expenditure is being considered at academy level. Investigate any variances identified by the Finance Team and provide reasons to the finance team for the variance. Follow the trust’s purchasing and procurement systems and procedures and support the Principal in communicating expectations to other staff. Ensure the safe custody of all cash and stocks held by the school including keeping an up-to-date inventory. Maintain the fixed and moveable asset register. Provide the Finance Director with all academy level information needed to prepare financial returns. Undertake any other finance‑related duties which may reasonably be required. Administration Ensure an effective and efficient whole school administration service. Be responsible for secretarial and clerical support. Ensure the Single Central Register is accurate, maintained and kept up to date. Prepare information for publications and returns for Government departments, the local authority and other agencies. Support in the updating of the school website. Carry out tasks relating to the administration of free and paid school meals, including updating records on Arbor and chasing overdue payments. Carry out administrative tasks relating to the booking and payment of school trips and wrap‑around care, including liaising with parents over payments. Undertake any other administrative duties that may reasonably be required. Human Resources Management Provide administrative support in the recruitment and onboarding process. Ensure new starter data is input accurately and relevant forms are sent to payroll. Ensure induction checklists are completed for new starters. Carry out the administrative tasks related to recording staff sickness absence, including recording on Arbor and informing payroll. Arrange supply cover as and when needed and complete sickness absence insurance claims. Ensure all contracts are retained on file and timely information is provided to the academy’s payroll service for all school staff. Undertake any other HR related duties that may reasonably be required. Health and Safety Ensure the school’s reception and administrative areas comply with all Health & Safety regulations, maintaining a safe working environment for staff, pupils, and visitors. Carry out routine safety checks, logging hazards, and report on any issues identified in line with established systems. Maintain accurate records of incident reports, risk assessments, and safety audits, ensuring documentation is up to date and accessible. Act as a first point of contact for reporting accidents or near-misses and follow correct procedures are followed. Ensure visitor sign‑in protocols and visitor procedures are followed. Support the Principal with scheduling emergency procedures e.g. evacuation practices. Undertake any other Health and Safety related duties that may reasonably be required. GDPR Follow GDPR and school data protection policies, practices and protocols when handling pupil, staff and stakeholder information. Manage sensitive and confidential data securely, ensuring all information is stored, processed, and disposed of in accordance with legal requirements. Support staff with GDPR queries and promote good data‑handling practices across the school. Maintain accurate data‑processing records and ensure secure administration of digital and paper‑based files. Maintain logs of any suspected data breaches and elevate to the Trust’s DPO on behalf of the Principal when required. Undertake any other GDPR related duties that may reasonably be required. What the school offers its staff A warm and welcoming, forward‑thinking school A Multi‑Academy Trust that focuses on the most important aspects of children’s education Excellent facilities A collaborative learning community Our Trust Values are: Work‑ethic, Team player, Respect, Discipline, Positivity and Ambition. We believe in The Forge Trust Motto ‘Labor Omnia Vincit’. We are committed to safeguarding and promoting the welfare of children and applicants will undergo child protection screening appropriate to the post, including checks with past employers. The role is exempt from the Rehabilitation of Offenders Act 1974 and therefore candidates will be subject to an enhanced DBS certificate, the role is engaged in regulated activity and will therefore require a children’s barred list check. Shortlisted Applicants will be required to complete a self‑disclosure. Our organisation is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. We expect all staff, volunteers and trustees to share this commitment. Our recruitment process follows the keeping children safe in education guidance. Offers of employment may be subject to the following checks (where relevant): childcare disqualification Disclosure and Barring Service (DBS) medical online and social media prohibition from teaching right to work satisfactory references suitability to work with children You must tell us about any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. #J-18808-Ljbffr