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Administrative Assistant

Dudley Metropolitan Borough Council
Wollescote Primary School, Drummond Road, Lye, West Midlands
£20,285.72 - £21,091.44 pa
Closing date
12 Jun 2024

Job Details


Job Summary

The Governors and Head Teacher of Wollescote Primary School wish to appoint a Level 3 qualified administrator to work in our very busy school office, preferably with experience of working in a school. 

Full Time Administrative Assistant, Level 3 required

Term time only (39 weeks), 37 hours per week

Working hours, 8.00am – 4.00pm Monday to Thursday and 8.00am – 3.30pm Friday 


Grade 4, point 5 – 6

Pro-rata equivalent to £20,285.72 - £21,091.44 per annum

Closing date Friday 21st June 2024

Interviews will be held on Thursday 27th June 


Administrative Duties 

  • Maintain more complex data of staff and pupil records, identifying and obtaining missing information where necessary 
  • Transfer files electronically including updating attendance and assessment data, preparing and sending pupils files to another school through the secure website
  • Manage arrangements for school publications, prospectus and other publicity materials
  • Draft letters
  • Awareness of data protection issues, including data protection administration as required
  • Using desktop publishing packages to design and create high quality school publications
  • To contribute to the creation, development, implementation and operation of procedures and processes which allow effective liaison with external contractors


Support for Teaching and Learning 

  • Chase up reasons for absence using agreed systems
  • Be available to staff and parents for home visit on individual pupils
  • Provide regular updates for staff on student attendance with targets and strategies for improvement
  • Liaise with Education Welfare ad other support services to improve attendance rates
  • Keep up to date with current technology and oversee the training of staff in attendance and registration issues
  • Work with new and supply staff to ensure that the school system of registration is adhered to
  • Participate in the development of school reward systems in relation to attendance
  • Required to prepare and administer fixed penalty notices
  • Required to complete the attendance return
  • Letters to parents to warn them of their child’s attendance


Financial Duties 

  • On-line and electronic handling of school orders, invoices and payments using the school systems, including delegated banking
  • Process payments and check invoices being signed off by the Head Teacher, ensuring that they are recorded on the appropriate system
  • Record all break time snack and school dinner orders electronically in school systems
  • Prepare/initiate correspondence, collect fees and chase non-payment of monies owed to school


Personnel Duties 

  • Input of staff data onto the council electronic systems and school paper records, including staff absence and holiday leave
  • Administration of Staff training logs and bookings


Support for the School 

  • Ensure the school registration systems are developed and correctly administered and report on the quality of the registers
  • Be the first contact for all attendance issues in school 
  • Be aware of and comply with policies and procedures relating to child protection, health and safety, security, confidentiality and data protection.   Reporting all concerns to the appropriate person.
  • Contribute to the overall ethos/work/aims of the school.
  • Participate in training, other learning activities and performance development as required.
  • Attend and participate in meetings as required.
  • Any other duties commensurate with the duties/responsibilities/grade of the post.  

We are committed to safeguarding and promoting the welfare of the children; therefore, the post is subject to medical clearance and an enhanced DBS check under the Rehabilitation of Offenders Act 1974. 

All applicants must be able to provide documentation to prove their right to work in the UK.  

Effective from September 2022, KCSIE states as part of the shortlisting process schools and colleges should consider carrying out on-line searches, as part of the due diligence on shortlisted candidates. This is to determine suitability to work with children and keep them safe. All shortlisted candidates are now subject to an on-line check and if there is anything concerning, then the shortlisted candidate will be asked to comment on it either prior to or at interview.

N.B., We reserve the right to close this vacancy prior to the advertised date should we receive a large number of applications.

Online application forms will only be accepted for this vacancy, online facilities for jobs are available at public libraries within the Dudley Borough.

If you have a disability and require assistance in making an application please contact the HR Resourcing Team via 

If you are experiencing a problem whilst applying for a position, please follow the link below to the WM Jobs Help Page in the first instance;

If the WM Jobs Help Page does not resolve your issue, then please contact the HR Resourcing Team via

Dudley Council will check the information that you have provided against any details already held for accuracy and completeness. The Council will check, share and cross match your information both internally within the council and with external organisations to protect public funds and prevent or detect crime, only where the law allows us to do so. The Council’s full Privacy and Disclaimer Statement can be accessed on the website at



Attached documents
Person specification for Admin Assistant.pdf
Job Description for Admin Assistant.pdf


Top tip when applying – As we’ve got a new recruitment system the application process has changed a little and we hope you’ll like it! 

You’ll first need to register and create a profile the first time you apply. 

Creating your profile will enable you do things such as track your application progress, view emails you’ve received from us and manage communication preferences, manage your interview bookings and offer information if successful.

About Dudley Council

It’s an incredibly exciting time to work in Dudley Council as we embark on numerous multi-million pound regeneration schemes which will be real game-changers for the borough. In addition to the exciting schemes such as the Midland Metro we also have the ongoing and very serious challenges of ensuring vulnerable people across the borough receive the services they deserve.

At Dudley Council we have a ‘one council’ ethos that builds an effective and dynamic organisation which grows the economy and creates jobs, creating a cleaner and greener place and supports stronger and safer communities.

We are rightly proud to be the historic capital of the Black Country and, working with our partners, Dudley Council is also committed to looking forward and helping to deliver our borough vision of ‘Forge a Future for all’

We ensure communities influence council decisions and are committed to delivering services in partnership with communities.  We provide flexible and responsive service in partnership and help communities help themselves.

In joining a local authority that serves 320,000 residents you will become an integral part of a council that:

• is ready to embrace change, providing an environment in which you will be encouraged to make your mark

• is aware of its key challenges and the need for a new energy to innovate the council, in order to find cost effective ways of delivering services

• has aligned its political and managerial leadership structures and is committed to protecting, securing and transforming the lives of children, families, the vulnerable and older people

• wants borough residents to have their say through our community forums

• dedicates time to meaningful consultation and listen to the views of our residents

• is working with the community to encourage active involvement of our residents

We want to leave a legacy of a better future for the borough that reflects Dudley borough’s potential and harnesses the ambitions of the people we serve. For more information see our Council Plan, Dudley Borough Vision for 2030, Forging a Future for All and key information about the borough and its communities at All about Dudley Borough

Company info
01384 811300
Dudley Metropolitan Borough Council
Mary Stevens Park
West Midlands

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