Administration Officer (Ed Support Level 1-Range 2)

Job posted: 12/02/2024
Applications close: 25/02/2024 (Midnight)
1 day remaining

1 day remaining

Job Description

Location: Geelong

Job type: Full time / From 04/03/2024

Organisation: Schools (Government)

Salary: Salary not specified

Occupation: Administration/Secretarial

Reference: 1401488

Reference: 1401488

Occupation: Administration/Secretarial

Salary Range: Salary not specified

Work location: Geelong

Selection Criteria

KSC 1 - Demonstrated proficiency in the use of office systems, software or technical equipment as relevant to an administration position. (Knowledge of CASES21, Compass and Google Drive favourable - but not essential).  


KSC 2 - Demonstrated organisational skills, efficiency, attention to detail and commitment to process improvement. 


KSC 3 - Demonstrated capacity to work collaboratively and communicate effectively with all members of the school community. 


KSC 4 - Demonstrated commitment to professional learning and growth for both self and others.


KSC 5 - Demonstrated capacity to provide advice and support to school staff.


What would your work look like?

  • Think of the position as the face and voice of our school office. A seriously important role!
  • Every interaction you have would set the tone for the kind of school we are.
  • You would have set daily tasks that you would manage in a way that works best for you. Things like following up on roll marking, managing the school email account, processing the daily mail, medication administration and answering the phone etc.
  • You will work incredibly closely with our BM who oversees all office operations.
  • You will be part of a regular get-together, where our admin team chats about what tasks are on the agenda, events coming up and how these will all be best managed. This is a collaborative process of prioritising the work and working out who will do what.   
  • Some of the Key Responsibilities include First Aid / Sick Bay / Medication Coordination, Compass Event Support and Attendance Management.  
  • The most important Key Responsibility is the front desk. Ensuring that parents, students, staff and visitors are greeted and supported.  
  • Monday - Friday 8:15am - 4:21pm ¿ however, hours of attendance are negotiable as we understand that flexibility is the spice to life. Need to work late one day so you can make it to a dance concert - we can work with that!


  • Reception duties - greeting, providing support, answering phones etc. 
  • Routine clerical and administrative support - mail, stock control, calendar management, receiving and initial processing of standard paperwork etc. 
  • Liaise and provide information / support to community, students and staff.
  • Prepare daily CRT paperwork and folders.
  • Ensure all General Permissions are completed at the beginning of each year. 
  • Maintain student files including digital and hard copy records.
  • Process CSEF applications.
  • Extract non-complex data and print standard reports from CASES21 and other software packages as required.
  • Support effective communication both internal and external - forms, notes, letters, and newsletters etc.
  • Develop and implement strategies to ensure effective administration procedures.
  • Support the organisation of camps, excursions and incursions. 
  • Provide administrative support for school events, functions and projects.
  • Manage the processing of student enrolments and transfers.
  • Update student change of details as required.
  • Support Attendance policy and processes to ensure accurate records are kept daily - follow up incomplete rolls, support with Census activities etc.
  • Oversee the coordination of First Aid provision, supplies and medical kits supporting the Business Manager to ensure compliance with all DET policies and OHS requirements.
  • Coordinate the daily administration of medication and ensure all paperwork is kept up to date in line with DET and school policy.
  • Ensure student health and medical plans are kept up to date and communicated to the appropriate staff. 
  • Liaise with school staff in regard to support requirements.
  • Maintain a high level of confidentiality at all times.
  • Other duties as directed by the Business Manager or Principal. 

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:


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

Location Profile

What you need to know about us: 

  • Located in Geelong
  • 14 classes. 
  • Our motto "Reaching New Heights Together".
  • Leadership profile includes Principal (Nigel Holloway) and Assistant Principal (Krystina Simpson), Wellbeing Leader, Mental Health and Wellbeing Leader and two Learning Specialists.
  • We have a diverse community that we love working with.
  • Current enrollment is 298. 
  • We share the belief that every single adult in our building has a critical role to play in ensuring our kids get the very best.
  • Our school values, BE SAFE, BE RESPONSIBLE and BE A LEARNER are at the centre of our work and support our children to make informed decisions about both their behaviour and learning.
  • We have a strong staff wellbeing policy and strategy and are deeply committed to ensuring our team is happy, healthy and incredibly well supported! We understand that if we do this well ¿ the kids are the winners.  
  • Our administration team regularly attends curriculum days to keep informed of what teachers and classroom based ES are working on.
  • Our administration team is provided with a day per term to conduct school visits or engage in professional learning. This is really flexible because we understand that getting out and seeing what others are doing can be just the inspiration needed to keep improving.
  • The successful applicant will take on a full time front office position, joining our full time Business Manager and a .4 Administration Support Officer.



Hamlyn Banks Primary School may just be the place for you. 

  • Love working with others?
  • Have a knack for connecting with all different kinds of people?
  • Enjoy putting in place organisational strategies and ideas?
  • Manage well with a dynamic and flexible way of working?
  • Excited about being the face and voice of our school office?
  • Passionate about making sure anyone that contacts the office feels heard and valued?
  • Keen to take care of little ones with grazed knees?
  • Willing to think critically and problem solve when required?
  • Care deeply about kids and love being around them all day?


What have we been up to: 

  • Over the last few years, our administration team has done an exceptional job of polishing our internal processes and procedures, clarifying roles and responsibilities and developing their understanding of the work of teaching staff.
  • We have proactively sought to make what we do and how we do it as efficient as possible.  


Where are we headed?

  • Our 2024 focus for the administration team is digitising as many processes as possible, reducing double handling and continuing to make what we do as efficient as possible.
  • We¿re currently reviewing our transition to school and enrollment processes to ensure prospective families have the smoothest experience possible.  


We are looking for someone who is: 

  • Passionate about seeing kids thrive and more generally, really enjoys working with kids.
  • Deeply committed to providing efficient support to teachers and ES to be successful in their work. 
  • A critical thinker who wants to be part of a team on a mission to create a thriving school.
  • Flexible, adaptable and understands the dynamic nature of a school day.
  • Committed to every interaction being friendly and professional. 
  • Keen to establish sensational relationships, and loves a dress up day! 


Please note that I can be contacted via email at nigel.holloway@education.vic.gov.au if you require further information, have questions or would like to book a school tour. I understand that when you are deciding to apply for a position, it¿s nice to know who you¿re going to be spending your days with!

Nigel Holloway. 


Administration Officer (Ed Support Level 1-Range 2)

Job type:

Full time / From 04/03/2024

Job classification:

Ed Support Level 1-Range 2


Nigel Holloway | 035/278-3100

Administration Officer (Ed Support Level 1-Range 2)