Administrative Assistant

Job Introduction

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 

Salary

Grade 4, point 5 – 6

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

Closing date 6th October 2024

Interviews will be held on14th October 2024

SPECIFIC RESPONSIBILITIES

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.

Previous applicants need not apply.

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 HR.Resourcing@dudley.gov.uk 

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; https://help.wmjobs.co.uk/

If the WM Jobs Help Page does not resolve your issue, then please contact the HR Resourcing Team via HR.Resourcing@dudley.gov.uk

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 http://www.dudley.gov.uk/

#LI-DMBC2019