Admin Assistant - General (Ed Support Level 1-Range 2)

Job posted: 14/05/2024
Applications close: 27/05/2024 (Midnight)
1 day remaining

1 day remaining

Job Description

Location: North East Region | Albury/Wodonga

Job type: Full time / From 11/06/2024 - 19/12/2025

Organisation: Schools (Government)

Salary: Salary not specified

Occupation: Education and Training

Reference: 1415408

Reference: 1415408

Occupation: Education and Training

Salary Range: Salary not specified

Work location: North East Region | Albury/Wodonga

Selection Criteria

Your application for this position should specifically address each of the selection criteria below.  Short listing and selection will be based upon responses to these selection criteria and key responsibility areas.

SC1:   Capacity to undertake routine support tasks across a range of functions in one or more work areas within a school environment.         

SC2:   Demonstrated high level interpersonal skills, customer service and ability to maintain strict confidentiality.

SC3:   Demonstrated proficiency in the use of office systems, software and technical equipment, as relevant to the position ¿ i.e. CASES21, D2L, SIMs, PASSTAB, Excel, Publisher & Edval.

SC4:   Demonstrated capacity to communicate effectively with members of the school community including students and the capacity to provide support and/or attendant care to students and staff where necessary.

SC5:   Demonstrated capacity to provide excellent written and verbal communications skills, be well presented, highly organised, punctual and proactive.

SC6:   Demonstrated capacity and ability to work as an effective member of a team.

SC7:   Demonstrated commitment to professional learning and growth for both self and others.


The Administration Assistant fulfils an important public relations and customer service function by being one of the first points of contact that the public may have with the College.  It is expected that they will provide a high level of customer service and be competent in the provision of up to date and relevant information, operating in a consistent, professional, courteous and efficient manner at all times.

The provision of accurate information is important as it projects a professional image which is the aim of Wodonga Middle Years College at all times.  Confidentiality is a vital component of this position.

The Administration Assistant will work closely with the Business Manager and/or the Human Resource Manager with the planning and implementation of administrative services and is responsible for the efficient functioning of the office and reception area.  The work will involve interactions with staff, students, parents, service providers and the public, maintenance of the CASES21 system - involving responsibilities for the maintenance and retrieval of school records, including student and staff records, management of word processing requirements, records archiving, and general assistance to the College Executive team.

The Administration Assistant will also provide a wide range of support services to other College staff members, as instructed by the College Principal.

This work may also involve giving basic technical and procedural advice to other staff, students and parents.  It will require knowledge and application of specific procedures, instructions, regulations and other requirements relating to general administration and/or specific school programs or activities, including PASSTAB, Records Management, Event Planning and First Aid.

The Administration Assistant is part of the College Administrative Team, whose responsibility is to work co-operatively as part of the team, ensuring a productive, efficient workplace, across three campuses. 

Other fair and reasonable administration duties will be required of the successful candidate. This will be at the discretion of the College Principal.


ndertake clerical and keyboard duties in support of the school administration function.

  • Maintain strict confidentiality in all dealings with staff, parents, students and the wider College community

·         Provide document preparation support.

·         Preparation, printing and distribution of College Newsletter to students, staff, parents and the wider College community - online and hard copy versions

·         Maintain, enter and retrieve data from the College¿s computer systems i.e. CASES21 ¿ Admin & Finance, PASSTAB, SIMs, Edval, D2L.

·         Provision of First Aid to students and staff, when required.

·         Perform reception duties, including the screening of visitors to the College, setting up new staff/College Contractor inductions on PASSTAB and arrange interviews, as required.

  • Provide support to students, staff and visitors to the College and provide assistance with the liaison and communication between parents, teachers, other staff and members of the wider College community 

·         Prepare straightforward correspondence according to school procedures (i.e. consistent standard for all correspondence).

·         Maintain and update basic written records

·         Undertake clerical/keyboard tasks in support of school administration functions, including checking for inaccuracies in forms and correspondence, such as spelling, punctuation and set out.

·         Make appointments and maintain diary/calendar records, where required

  • Sort incoming mail/faxes for distribution
  • Prepare mail for external postage

·         Enter new student enrolment data promptly and accurately, advise the relevant staff to ensure charges are entered in a timely manner

  • Record the exit of students in a timely manner, no more than 7 days after exit.  Also amend student attendance records as required.
  • Follow up any anomalies in data eg:  students exited promptly, siblings linked, data changes recorded etc.
  • Complete End Of Year Administration Procedures, as required
  • Print labels
  • Prepare letters for students and Centrelink, as requested
  • Student / Staff file management and strong knowledge or archiving of student, staff and College documentation in line with DET process.
  • Responsible for the efficient answering of incoming calls, and delivery of telephone messages to all staff. 
  • Maintain the photocopiers
  • Ensure office area is always tidy
  • Provide administrative and reception support when required, across campus
  • Provide administrative assistance and planning to support school events i.e. school assemblies, end of semester/year awards, College Sport Days, year level immunisations etc.
  • Receive, distribute and dispatch documents according to verbal and written instructions
  • Process EFTPOS transactions, when required.
  • Comply with the College¿s policies and procedures
  • Demonstrate the College¿s organisational values on a daily basis by ensuring the Office Core Values of professionalism, efficiency, cheerfulness, reliability, politeness and teamwork are implemented, followed and supported at all times.
  • Commit to access and equity principles in carrying out work functions
  • Maintain a healthy and safe working environment.
  • Liaise with Human Resource Manager to undertake relevant staff professional development and training.
  • Undertake other duties relevant to the field of responsibility as requested by the Human Resource Manager, Business Manager or Principal

The above responsibilities set out the major duties and tasks associated within the stated job description.  Other duties of a similar nature and/or level undertaken within the College are not excluded, simply because they are not itemised. 

These duties could vary from time to time resulting from new legislation, changes to technology or policy and procedure, and in the context of any changes, appropriate training may be given, if required, to undertake the new/varied role.

This position description describes in general terms the normal duties which the Administration Assistant is expected to undertake. However, the duties described may vary or be amended from time to time without changing the level of responsibility associated with the position.

Who May Apply

Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

EEO AND OHS Commitment

Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.

The Department of Education is committed to the principles of equal opportunity, and diversity and inclusion for all. We value diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department. The Department recognises that the provision of family friendly, supportive, safe and harassment free workplaces is essential to high performance and promotes flexible work, diversity and safety across all schools and Department workplaces. It is our policy to provide reasonable adjustments for persons with a disability (see Workplace adjustment guidelines).

Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islanders from the Koorie Outcomes Division (KOD) via marrung@education.vic.gov.au

Child Safe Standards

Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the department's exemplar available at:


DE Values

The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees, including those who work in Victorian Government Schools. Information on the department values is available at:


Other Information

All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.

- Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.

- A probationary period may apply during the first year of employment and induction and support programs provided.


Applicants must:

¿        have a current Working with Children Check.

¿        Be prepared to undertake First Aid and Anaphylaxis training, if current certificate/s are not held

- Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at http://www.education.vic.gov.au/hrweb/Pages/default.aspx

- A fulltime Education Support employee (48/52) is entitled to 152 hours (20 days) annual leave and 228 hours (30 days) additional paid leave in respect of each calendar year. Part time employees receive annual leave entitlements on a pro rata basis, calculated according to the time fraction worked each calendar year.  Education Support employees are expected to use annual leave entitlements during school vacation periods, unless otherwise approved.  Public Holidays that fall during a period of additional paid leave are not regarded as part of that leave.

Location Profile

Wodonga Middle Years College is a supportive teaching and learning environment where student needs and backgrounds are reflected in the learning and design of the school. The clear strategic intention is to maximize opportunities for all students by developing their talents and challenging them to have high aspirations so they achieve their potential and become logical, self aware, collaborative and inquisitive. Importantly, Wodonga Middle Years College seeks to develop skills and competencies so students are well prepared for future study in the next stage of their education.


Wodonga Middle Years College caters for 1,000 students in Years 7 to 9 on three campuses.


The development of one Middle Years College with two campuses provides the flexibility associated with larger schools while still maintaining opportunities for the development of strong relationships and knowledge of student needs that is enhanced in smaller schools. The College also provides unique opportunities for teachers to develop extensive teaching expertise in this important stage of schooling - the middle years.


The College has created opportunities for teachers who wish to accept the exciting challenge of teaching in a uniquely authentic middle school program. The College has high expectations of its students and the staff understand the importance of engaging their learners.


Our Mission - To be a student focused learning community from which our graduates will:

·         Be confident, capable and self-motivated.

·         Be comfortable living in a world of diverse people, cultures, and beliefs.

·         Be able to establish and maintain effective relationships.

·         Be tolerant and act with empathy.

·         Be respectful of self and others.

·         Make meaningful contributions to society ¿ the local and global community.

·         Demonstrates intellectual tenacity and persistence in problem solving

·         Be skilled analytic, critical, aesthetic and creative thinkers as the situation demands.

·         Respond positively and appropriately to change and challenges.

·         Set high expectations for themselves and act to meet those expectations.

·         Flourish in a digital world and be a skilled user of evolving technologies.

·         Be aware of post school options and successfully access them.


In the Middle Years College:


·         Teachers specialise in meeting needs and improving outcomes for middle years students.

·         Teachers generally work in a house across year levels.

·         There are improved leadership options for Year 9 students.

·         The Middle Years campuses have the scope to develop a variety of programs emphasising:

Victorian Curriculum 

AVID (Advancement Via Individual Determination)

Literacy Intervention 

AAP (Academic Advancement Program)

Sporting Excellence

Civics and Citizenship

·      There is a concentrated focus on transition with stronger links and co-operation with neighbourhood feeder primary schools and the Wodonga Senior Secondary College.

·      Common report writing, timetabling, roll marking and student management software is used at each campus.

·      There are expanded curriculum offerings for middle years including:

Strong academic studies in all areas of the Victorian Curriculum including classroom and instrumental music.

The two campuses offer the following language - Indonesian

·         Middle Years programs are not restricted by timetable constraints of senior campus requirements.

·         Authentic purpose - student outcomes will include the completion or production of tasks relevant to the young people demonstrated through presentations, performance, creation and event management.

·         Celebrate and share the opportunities that exist with the work of the Flying Fruit Fly Circus School.

·         There are strong partnerships with the wider community including tertiary institutions, community agencies, and businesses.


Wodonga Middle Years College has three campuses: Felltimber, Huon and the Flying Fruit Fly Circus School

Other Information

Application Procedures

WMYC does not bind itself to make any appointment whatsoever from applications received. 

Applications must include the following: 
* a covering letter; 
* brief statements addressing each of the selection criteria; 
* your resume/CV detailing employment history; 
* names and contact numbers of two professional referees (include current employer/supervisor) who can provide comment on the selection criteria

* Please include your name in the title of any attachments.  Please combine all documents into once attachment, if possible.

The successful applicant may initially be engaged for a probationary period of six (6) months. A probationary review before six (6) months will be undertaken.

Applications can be lodged on the DET Recruitment Online Website (http://www.education.vic.gov.au) and follow the link to Job Vacancy/Recruitment Online.

Admin Assistant - General (Ed Support Level 1-Range 2)

Job type:

Full time / From 11/06/2024 - 19/12/2025

Job classification:

Ed Support Level 1-Range 2


Cindy Ellis | 02 6057 9000

Admin Assistant - General (Ed Support Level 1-Range 2)