Ed Support Level 1-Range 2 - Office Administration

Job posted: 20/06/2022
Applications close: 03/07/2022 (Midnight)
1 day remaining

1 day remaining

Job Description

Location: Melbourne | Southern Metropolitan

Job type: Full time / From 11/07/2022 - 10/07/2029

Organisation: Schools (Government)

Salary: Salary not specified

Occupation: Administration/Secretarial

Reference: 1284029

Reference: 1284029

Occupation: Administration/Secretarial

Salary Range: Salary not specified

Work location: Melbourne | Southern Metropolitan

Selection Criteria

SC1    Demonstrated experience and skills in coordinating a specific education support    function.
SC2    Demonstrated capacity to supervise the work of other support staff and to develop procedures and guidelines relating to the work area.
SC3    Demonstrated high level oral and written communication skills.
SC4    Possess the technical knowledge and expertise relevant to the position.
SC5    Demonstrated capacity to provide advice and support to management in respect to the work area.
SC6    Demonstrated commitment to professional learning and growth for both self and others.


The ES Range 1-2 Office Administrator will be required to work as a supportive and positive member in a team environment with other office staff, Business Manager and the Principal team.  At times it may be necessary to share/ rotate jobs between educational support staff depending on demand and if required. 

The successful applicant will be required to undertake Administration and Finance functions including being the second contact point for the school community, supporting the operation of the General Office and providing other support in the operation of school and business administration programs including processing of family payments and payment plans and overseeing CSEF funding and donations made to the NHS Thrive Fund. Using the DET CASES21 system, is one key focus of the role.

Within the terms and conditions of employment, it is the requirement of persons on vacation leave to be recalled a total of six days per annum prior to the school year.

The ES Range 1-2 Office Administrator position is fixed term, full time and replacing a staff member on parental leave. The workday is 7.6 hours plus a minimum of 30 mins lunch break.   

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.


  • Receive visitors to the school and manage enquiries made to the general office in relation to school business.
  • Respond to and/or direct all communications made to and within the school appropriately
  • Under the direction of those to whom you report, undertake duties that might include: Providing advice and information to community members in relation to office administration functions, enrolments, purchasing, financial operations, accounts, keys, attendance, filing, receipting payments, copying and secretarial work, CASES, Compass operations, mail, preparation of data, family transactions, reports and information.
  • Provide first aid support commensurate when required (training will be provided)
  • Liaise with colleagues to support the efficient operation of day-to-day activities, excursions, and events.
  • Minor event management and event support.
  • Liaise with external stakeholders including relevant financial institutions and the DET as required to support staff and families.
  • Administrative assistance to the Senior Sub-School in the administration of VCE, on days when the Sub-School Administrator is absent.
  • Mobile phone confiscation administration, support and follow up
  • Providing support to the HR Manager
  • Responsibility for maintenance and ordering of stationery, paper and photocopier supplies
  • Commitment to and development within a multi skilled office environment

Accounts Receivable

  • Delivery of finance and administrative services, including exceptional customer service
  • Provide high level communication and strategies to support families to meet their financial obligations
  • Processing and monitoring of family charges and following up on outstanding payments, including payment plans
  • Processing of family payments, including Compass, credit card, cash and BPay
  • Liaising with the Business Manager in relation to discrepancies, outstanding charges or unallocated receipts on a regular basis
  • Maintaining Thrive Fund donation records and providing timely receipts and letters
  • Balancing daily receipting and ensuring accurate record keeping
  • Accurate processing and monitoring of Camps, Sports, Excursions Funds (CSEF), and communicating with families regarding available funding and general support
  • Implement strategies to ensure effective administration and financial procedures
  • Undertake other duties as may be deemed necessary by the Principal and Business Manager


  • Work professionally, courteously and cooperatively with internal and external clients. This role involves close interaction with a wide range of parents, students and staff.
  • Maintain confidentiality and sensitivity in all aspects of the role.
  • Maintain currency of professional knowledge and skills.
  • Assist in ensuring that the school complies with government regulations and policies.
  • Comply with OH&S requirements and maintain a safe and healthy workplace for self and others.
  • Fulfil Child Safe obligations
  • Fulfil and duties assigned by the principal or delegate within the relevant ES dimensions of work (http://www.education.vic.gov.au/hrweb/workm/Pages/dimensSSO.aspx)


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

Further information

  • Current and valid Working with Children Check is required.
  • Expertise and skills in the use of Microsoft Office, CASES21, Compass and learning management systems and first aid are not a prerequisite for this position (although an advantage)
  • Capacity to learn the programs and develop the skills to apply them to a high level is essential. Support will be provided throughout the training period, should this be required.


Written Applications

Applicants are free to structure applications in any manner they choose, but must ensure that the following are included:

  • A specific response to all of the Key Selection Criteria and position details.  It is suggested that applicants limit their response to no more than 1 page (size 11) per criterion.
  • A Cover Letter providing contact information including home address, email and phone number as well as the phone number of the work address at which the applicant can be contacted.
  • A CV with a summary of experience and qualifications.
  • The names, email addresses and contact details of three referees who can provide information regarding the applicant in relation to the Key Selection Criteria. 

Please note: The selection panel may contact referees other than those listed.

The Selection Process will involve at least the following steps:

  1. Receipt of application by closing date
  2. Shortlisting of applications
  3. Interview process (applicants may be invited back for a second interview)
  4. Referee checks (these may occur prior and/or after the interviews)

Note: the panel reserves the right to contact others outside of the list of referees provided by the applicant.

On making a decision to appoint, a job offer will be made to the successful applicant.

Conditions of Employment

This vacancy is to replace an employee on parental absence and is for a period of seven years or until the employee absent on leave returns to duty at the school.

Vaccination Requirement

A person is not eligible for employment in the Teaching Service unless that person meets the vaccination requirements on commencement in the position.

Location Profile

Northcote High is a vibrant co-educational school in the inner north of Melbourne. The school has a rich intellectual culture that promotes connection with the community and with learning.  Northcote High is a proudly local school appreciated by its community with an enrolment of almost 1800 students and 150 staff. Anticipated school growth is informed by school and student achievements alongside a growing youth demographic in the Darebin LGA. As such, a Campus Master Planning process is underway support the development of facilities to best serve our students’ needs now and into the future.

Our teachers explicit focus on classroom instruction, on building relationships and on knowing students as learners is fundamental to maintaining outstanding outcomes for students. We are focussed on creating the conditions for success through a commitment to shared practice, reflective collegial work and implementing the schools agreed frameworks to support and extend all learners. Teachers as learners is an integral part of our vision and values, and we provide a comprehensive school led professional learning and enrichment program. The expertise and dedication of the staff is undoubtedly a strength of the school and our goal to be an employer of choice is supported by the range of development opportunities we seek for our staff.

In 2016 the school celebrated its’ 90th year and being one of only a few public high schools to continuously offer an excellent secondary education throughout this time. We remain steadfastly focused on maintaining a tradition of academic excellence, whilst developing innovative teaching and learning programs to equip our students with the skills required for a changing future. Our vibrant co-curricular programs provide valuable opportunities for students to learn, grow and build community in and beyond the school. International engagement is also a feature of the school.  We celebrate an active sister school program in China for over 20 years, a vibrant international student program, and have recently commenced delivery of Offshore VCE programs in two locations in China.

Key documents for applicants such as our Teaching and Learning Framework, curriculum models, AIP and Strategic Plan can be viewed on our school website.
For more information visit www.nhs.vic.edu.au

Ed Support Level 1-Range 2 - Office Administration

Job type:

Full time / From 11/07/2022 - 10/07/2029

Job classification:

Not provided


Sarah Burns | 03 9488 2332

Ed Support Level 1-Range 2 - Office Administration