Admin Assistant

Contract: Permanent, Part Time, 27.5 hours per week (8:30 – 3pm), 37 weeks per year. Start Date: 01/09/2026 We are seeking a friendly, organised and reliable Administrative Assistant to join the office team at Westfield Primary School. You will be the warm, professional first point of contact for parents, pupils and visitors, supporting the smooth running of the school day and making a real difference to pupils’ experiences by keeping our systems, communications and attendance records accurate and efficient. If you take pride in excellent administration, confidentiality and being part of a team that brings the “Westfield promise” to life, we’d love to hear from you. You will: Take shared responsibility as first point of contact for visitors and carry out security and safeguarding procedures, ensuring that all visitors sign in and out and are issued with ID badges. Notify appropriate member(s) of staff of the arrival of visitors. Ensure that visitors do not enter the main school building without an escort, unless this has been authorised by the person they are visiting. Provide back up to colleagues in the school office to act as the central information and communication point with regard to queries and requests for information from parents and other individuals / organisations. Take delivery of items. Notify the addressee, arrange removal. Arrange for return of items as requested. Make, receive and redirect telephone calls, including voicemail, text and email communications. Take messages and ensure that these are passed on as quickly as possible. Pupil Records Create and maintain accurate and up-to-date individual files for each pupil in accordance with USP (“the Trust”) and DfE requirements. Obtain and file previous school records for new starters. School Meals Register pupils’ meal options and notify cook of numbers on a daily basis. Maintain ParentPay accounts for dinner money balances. Remind parents/carers in arrears on dinner money in person, by telephone and/or by letter as appropriate. Draw cases of persistent non-payment to the attention of the Head of School. Clerical and Administrative Support Prepare routine correspondence with parents and carers and others in pursuit of the above duties or otherwise as required and/or instructed by the Head of School/Office Manager. Create any other routine documents as required by the Head of School/Office Manager. Carry out filing, photocopying, distribution of correspondence and other general office duties as required. Administer and maintain records accurately ensuring the smooth running of all afterschool clubs and fixtures, liaising closely with staff and other providers. Co‑ordinate school trips, as instructed by the EVC/Class Teacher. Health, Safety and Wellbeing Look after sick or distressed pupils in the first instance who report to the school office. Notify the relevant senior member of staff in accordance with the school’s procedures. Make initial contact with parents as directed by the Head of School/Office Manager. Assist in maintenance / completion of the school’s Accident Book. Complete accident and communicable diseases reports, and submit them to the Head of School for checking and signature before submitting to the relevant authorities. Store and oversee administration of medication in accordance with the school’s policy and procedures and under the direction of the Head of School/Office Manager. Administer the medical care plans for pupils as well as monitoring medications throughout the year. Previous Experience Previous experience in an administrative role is desirable. Benefits Job satisfaction through making a positive impact on our student’s lives. Friendly and supportive working environment. Supportive and positive management. Investment in your training and development including level 3 to 6 courses available under the apprenticeship levy. Excellent career development opportunities in our school and across the trust including secondments to other trust schools. Trust wide professional development and wellbeing day for all staff. Closing Date: 9a.m. on Friday 19th June 2026 Unity Schools Partnership is committed to safeguarding and promoting the welfare of pupils. All successful candidates will be subject to rigorous pre‑employment checks, including an enhanced DBS. We are also committed to equality, diversity and fair recruitment practices, and we oppose all forms of unlawful discrimination. We value inclusive working practices and diverse teams. If you wish to work part‑time or as a job‑share, we will accommodate this wherever possible. We particularly welcome applications from under‑represented groups. #J-18808-Ljbffr