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Admin Assistant - Reception/General Administration

Job posted: 05/08/2022
Applications close: 18/08/2022 (Midnight)
7 days remaining

7 days remaining

Job Description

Location: Melbourne | Cranbourne

Job type: Full time / From 29/08/2022

Organisation: Schools (Government)

Salary: Salary not specified

Occupation: Administration/Secretarial

Reference: 1290043

Reference: 1290043

Occupation: Administration/Secretarial

Salary Range: Salary not specified

Work location: Melbourne | Cranbourne

Selection Criteria

SC1    Demonstrated proficiency in the use of office systems, software or technical equipment as relevant to an administration position. 

SC2    Demonstrated capacity to develop procedures and guidelines relating to the work area.

SC3    Demonstrated high level oral and written communication skills.

SC4    Capacity to work cooperatively with a range of people including the Principal team, teaching staff, education support staff, students and parents.

SC5    Demonstrated commitment to professional learning and growth for both self and others.

Role

Attendance may be required during the school holidays.  If attendance is required, a Leave Purchase Allowance will be paid.

Performs and/or supervises tasks that are carried out in accordance with guidelines, accepted practice and school policy.  This may include the supervision and coordination of other education support class staff within the work area or educational program.  Supervision and coordination would be limited to ensuring routine tasks are performed to required standards.  Input into identifying training needs and development of education support class staff within the work area or educational program becomes an important feature at range 2.

Specialised support to achieve specific outcomes is a feature of range 2.  Typically this will involve accountability for a single function, (e.g. ensuring data is properly maintained) or the operation of a work area (e.g. managing the day to day operation of a school office) under the direction of the principal or another senior manager.

Provides support to teachers and students that is beyond the routine support provided at education support class Level 1, range 1.  Within an educational program assists teachers with the coordination of the support function, such as directing/organising the work of other support staff or providing a specialist support role. 

Undertakes medical intervention support tasks or other specialised student/teacher support roles that require specific training that must be updated from time to time.  The role is for a specific purpose for which there will be direct accountability as opposed to support roles that are carried out by a range of staff performing routine tasks under direction.

Performs technical tasks that require a sound knowledge of basic technical and/or scientific principles that are used to develop and adapt work methods and make judgements where there are clear guidelines and limited options.  Routine technical support in libraries, science and information technology laboratories would be typical examples.

An education support class position supports the educational services being provided to students, but must not include duties of teaching as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor.  Supervision of students cannot be required except where it is an integral part of the employee's position or involves supervision of students individually or in small groups, in controlled circumstances, where the responsibility for students remains clearly with a teacher.

Responsibilities

We're excited to be extending our front office team with a new reception/general administration position. Interested applicants are welcome to contact the school for more information.  As this position is a new position, the role may develop over time to align with the needs of the school.

  • Coordinate the delivery of administrative services within the school.
  • In consultation with the Business Manager, determine and manage work priorities within the school office.
  • Develop and implement strategies to ensure effective administration procedures.
  • Maintain school's records system, including computerized student, staff and school records.
  • Assist with the implementation of requisitioning, purchasing and issuing procedures.
  • Manage client reception - welcome visitors, provide directions, answer a multi-line switchboard efficiently, direct calls, take messages relaying them to their destination without delay and perform assigned tasks in a timely manner
  • Liaise with school staff in regard to support requirements.
  • Timetabling, if support is required.
  • Work with the administration team to ensure reception duties are covered and the reception is manned at all times.
  • Perform administration and keyboard duties as required including maintaining student's files on Cases21, Compass, and assist with Accounts Receivable and Payable.
  • Assist with distribution of incoming and outgoing school communication including notices, mail and school emails.
  • Assist with student attendance, including entry of late arrivals and early departures.
  • Assist with student transport (buses) and maintaining the bus manifest.
  • Operate a variety of standard office equipment i.e., a computer, variety of software, phone and photocopiers.
  • Provide general secretarial and administrative duties as required, including word processing, spread sheets, data entry, photocopying, binding and filing.
  • Make appointments and maintain diary records.
  • Other duties as requested by the Principal Class or Business Manager.

Who May Apply

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

EEO AND OHS Commitment

The Department of Education and Training 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.

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 http://www.education.vic.gov.au/about/programs/health/protect/Pages/childsafestandards.aspx

DET Values

The Department’s employees commit to upholding DET’s Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. DET’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 DET values is available at http://www.education.vic.gov.au/hrweb/workm/Pages/Public-Sector-Values.aspx

Other Information

General expectations of all staff

  • Complete yard duty as rostered
  • Establish and maintain effective working relationships with co-workers, leaders, students and the general public 
  • Perform duties in an efficient, professional and courteous manner in accordance with the College Values, the Victorian Public Sector Code of Conduct and all local policies and codes of conduct 
  • Maintain regular consistent and professional attendance, punctuality, personal appearance, and adherence to relevant health and safety procedures and staff policies and protocols 
  • Pursue personal development of skills and knowledge necessary for the effective performance of the role 

 

Applications should include:

A specific response to all of the key selection criteria and position details. 

Application Pro forma:

a. The pro forma is a cover sheet providing the name of the applicant and record number (where appropriate), home address and telephone number, telephone number of the school(s) or location where the applicant can be contacted, the position you are applying for and the vacancy number of the position.

b. A CV with a summary of experience and qualifications.

c. The names, contact and email details of up to three referees who can provide information regarding the applicant in relation to the key selection criteria.

Conditions of Employment

  • 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.
  • 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

Vaccination Requirement

For positions in special settings, a person is not eligible for employment unless they meet the vaccination requirements on commencement in the position.

Location Profile

Officer Specialist School is a purpose-built facility servicing the needs of students aged between 5-18, with mild to severe intellectual and associated disabilities in the shires of Cardinia and Casey; two of the fastest growing municipalities in Melbourne. The school opened in 2014 and the student population has increased rapidly each year, requiring the recruitment of new staff and additions to our buildings and facilities. There are two departments at the school, Primary and Secondary, and these include classrooms, visual and performance arts spaces, food technology kitchens for both departments (including the student run Shivering Chicken Café), multipurpose spaces and extensive therapy spaces. Areas for social gathering are also featured. With continued growth we now have a number of modular buildings including a Performing Arts Hub, Sensory Motor Room, Sustainability Hub and an Out of School Hours Pilot Program. The school has just opened two newly established sensory playgrounds.

School staff work in transdisciplinary teams that include teaching staff, allied health practitioners and education support staff to cater for the diverse range of student abilities and needs. Our teaming approach also provides opportunities for staff to learn from one another and share expertise.

Officer Specialist School aims to create reflective and independent learners for life through a learning community that provides a challenging and secure environment responsive to individual learning needs. We believe that effective learning occurs when outstanding and innovative teaching staff provide a variety of tasks that actively engage students who are encouraged to take responsibility for their own learning. The expectation is that students will be successful and enthusiastic learners capable of building positive relationships.

Officer Specialist School believes that every child can and will learn in an environment of dignity and respect. It is the role of the school and its community to build on a child's strengths and talents to ensure that each child reaches their full potential.

The school community has a commitment to ensuring that our students are offered a high quality education enhanced by a caring and supportive environment. Parents and members of the community at large are welcomed to the school and encouraged to participate in a range of activities and programs, including a very active Parents and Friends Association. Much emphasis is placed on educational opportunities, inviting the community to be involved to a greater extent in the school, and establishing the school as a focal point of the community. We value our family friendly culture.

School values: Safe, Respectful, Friendly, Responsible

Admin Assistant - Reception/General Administration

Job type:

Full time / From 29/08/2022

Job classification:

Not provided

Contact:

Lisa Forsyth | 5943 2800

Admin Assistant - Reception/General Administration