Education Support- School Organisation team/Student Records/Sub School Administration Manager 1.0

Job posted: 09/07/2024
Applications close: 22/07/2024 (Midnight)
3 days remaining

3 days remaining

Job Description

Location: Melbourne | Eastern Metropolitan

Job type: Full time / From 29/07/2024

Organisation: Schools (Government)

Salary: Salary not specified

Occupation: Education and Training

Reference: 1423912

Reference: 1423912

Occupation: Education and Training

Salary Range: Salary not specified

Work location: Melbourne | Eastern Metropolitan

Selection Criteria

SC1: Demonstrated strong knowledge of school operations and the ability to create, implement, maintain, and lead processes ensuring smooth school functioning.

SC2: Demonstrated capacity to supervise the work of other support staff and develop procedures and guidelines pertinent to the work area.

SC3: Demonstrated strong interpersonal skills in collaborating with all members of the school community, including students, staff, parents, and employers. Proven ability to work effectively as part of a team within an educational setting.

SC4: Demonstrated the ability to work independently and take initiative when performing various tasks associated with the role.

SC5: Demonstrated ability to work closely and constructively with students and parents while maintaining a high level of confidentiality. 

SC6: Demonstrated ability to prepare, initiate, document, and maintain students¿ records using appropriate computer software.

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


Range 3 is distinguished by the introduction of management responsibility and accountability for the delivery of professional support services. The role will usually impact beyond the work area or professional field. It seeks to gain cooperation of other staff members or members of the school community to achieve specific objectives, such as in school administration, operations or educational programs.

Direction on targets and goals is provided but the position will have some degree of latitude in determining how they are achieved. This latitude will generally be limited by standard procedures and school policy.  Deviation from standard procedures and school policy will require guidance and direction from senior management.

The provision of business management responsibilities becomes a feature at range 3.  Management of staff to achieve the expected outcomes is a key responsibility.  Staff management issues will be resolved with minimal reference to senior management, although guidance will be required in more complex cases.  Senior management will be provided with timely reports and advice, although this will generally be confined to matters relating to the immediate work area, service provision or educational program and is unlikely to impact substantially on whole of school operations.

This is the minimum range for positions that carry a mandatory qualification requirement of not less than four years.  Professional student support positions become a feature at range 3 (e.g. therapists, psychologists) where standard professional services are delivered.  Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from senior management.

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.


  • Ensure the provision of a range of administrative support functions for the Principal and teaching staff.
  • Provide administrative support to external service providers as required.
  • Manage the processing of student admissions, registrations, enrolments and transfers.
  • Provide required level of administrative support for school events, functions and projects.
  • Implement induction programs for new staff, volunteers and other workers to the school.

Position Responsibilities ¿ Student Records

  • Manage administration and communication duties associated with year 6-7 transition process.
  • Process new enrolments and transition applications.
  • Provide reports and manage student enrolment database.
  • Administer student enrolments on Cases21 and Compass.
  • Manage preparation and distribution of re re-enrolment material ¿ to be processed by end of Term 3 including Second-Hand Uniform & book information for re-enrolment packs.
  • Follow up Year 7 Compass course confirmations and liaise with sub school assistants to follow up Y8-12 course confirmations (Term 3 & 4).
  • Ensure year 7 enrolment information are on Cases21 prior to students starting school.
  • Manage Exits and Suspensions in line with DET requirements.
  • Maintain database of exited students including employment & further study trends for up to 6 months following exit (ON TRACK - 1st week in March is essential and 1st week in August).
  • Enter and maintain ¿Y9-12 destination¿ and ¿tutor initiative¿ data on Cases21
  • Prepare, manage, and complete CENSUS tasks twice a year.
  • Prepare, manage, and complete CASES21 EOY admin tasks.
  • Assist with mail merge and printing of presentation night certificates.
  • Provide First Aid and manage first aid records on cases and documentation (shared duties with admin team).
  • Provide Centrelink Reports as required.
  • Carry out Administration/Reception/Telephone duties.
  • Update student/family details on Cases21 regularly.
  • Create, file, and maintain student records appropriately.

School Organisation

  • Photos ¿ assist the AP (school photos) in the scheduling, organisation of, and delivery of school photos. Liaise with Compass Photos if needed.
  • Immunisations ¿ Liaise with AP (Immunisations) to assist in the organisation and implementation of the immunisation schedule through the City of Boroondara.
  • ID Cards ¿ organise ID cards for new staff. Cancel cards of staff who are leaving This position requires collaboration in Administration/ Student Records Team.
  • Contribute to the overall management of the school.
  • Contribute to effective and efficient school communication processes.
  • Developing and managing relationships with stakeholders including parents, teachers and students.
  • Manage the administrative requirements of student learning and wellbeing processes.
  • Manage the administrative requirements of student attendance across the school.
  • Manage all VET program requirements including administration, enrolment provider liaison and assessment communication.
  • Manage internal (Year 10 and 11) examinations including planning and preparation, supervision and delivery.
  • Manage a range of events including oversight of all `Rites of Passage¿ events for Year 10, 11 and 12 students.
  • Manage a range of community events to promote school community engagement.
  • Manage educational programs to support student achievement.
  • Provide oversight and support for VASS administration and all student assessment records.
  • Provide administrative support to Principal Class Team and Business Manager.
  • This position requires collaboration in Administration/Student Records Team. 

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

Kew High School is a high-performing co-educational school located in the inner eastern suburbs of Melbourne. The school was established in 1963 and continues to proudly provide an outstanding holistic education to students of the local community. In 2020, Kew High School was comprised of 1120 students and 105 full-time equivalent staff. The staff includes three Principal Class members, approximately 80 equivalent full-time teachers and 25 education support staff. The school prioritises high expectations and places students at the centre of a comprehensive learning and teaching program.

The Kew High School motto is ASPIRE, STRIVE, ACHIEVE, and the values of the school are embedded in the first word of the motto, ASPIRE. Students and staff are intentionally and actively guided by the values of Accountability, Social Equity, Participation, Integrity, Respect and Excellence in all aspects of school life. These school values inform the agreed learning behaviours in classroom norms, they underpin our positive behaviours framework, and they are consistently reflected in the broad co-curricular programs across the school.

Kew High School is a culturally diverse community, with more than 30 different cultural backgrounds represented among local students. Our well-established International Student Program adds to this diversity.

In 2020, Kew High School received $10.8m as part of the Victorian School Building Authority's Capital Works Program for the construction of a new Science, Technology, Engineering and Mathematics (STEM) building. Our new innovative teaching and learning space have been opened at the start of term 3, 2022.


Kew High School is committed to child safety.  For Kew High School's Child Safe Code of Contact and Statement of Commitment please see www.kew.vic.edu.au


For more information regarding Kew High School please visit www.kew.vic.edu.au

Education Support- School Organisation team/Student Records/Sub School Administration Manager 1.0

Job type:

Full time / From 29/07/2024

Job classification:

Ed Support Level 1-Range 3


Mrs Ruchi Patel | 03 9092 7500

Education Support- School Organisation team/Student Records/Sub School Administration Manager 1.0