ES 1.2 Admin Assistant / Receptionist

Job posted: 10/03/2023
Applications close: 23/03/2023 (Midnight)
4 days remaining

4 days remaining

Job Description

Location: Melbourne | Western Metropolitan

Job type: Part time / From 24/04/2023 - 18/01/2024

Organisation: Education and Training

Salary: Salary not specified

Occupation: Education and Training

Reference: 1336169

Reference: 1336169

Occupation: Education and Training

Salary Range: Salary not specified

Work location: Melbourne | Western Metropolitan

Selection Criteria

  1.  Demonstrated ability to undertake front of house reception duties that demonstrates a high level of oral and written communication skills
  1. The capacity to provide information to parents, visitors, staff and students in a way that fosters a welcoming environment and effective customer service.
  1. Demonstrated ability to work as an effective team member, displaying reliability and maintaining high level confidentiality.
  1. Experience in the use CASES21 and Compass Student Management programs or the demonstrated capacity to adapt to or learn new programs.
  1. Demonstrated proficiency in the use of office software, including Microsoft Word, Excel, PowerPoint, and the ability to use other software programs. 


The time fraction for this position will be 0.8 across 5 days.

This role will require experience in organising and prioritising work to ensure that all office/school policies are strictly adhered to and work expectations, standards and deadlines are being met. 

You will work independently and as part of a team to provide a high standard of customer service and support services to staff, students, families and visitors to the school.

Typical duties will include:  front counter reception, expertise in utilising Microsoft office including word processing, database creation and the ability to utilise all aspects of Cases 21and Compass student administration and account receivable modules, and First Aid as required.


  1. Reception Duties (Visitors and telephone inquiries)
    1. Communicate effectively with all members of the school community and provide a range client services.
    2. Provide a professional and welcoming environment to parents, students, staff and visitors to the college
    3. Direct telephone and direct inquiries to the relevant staff/area.
    4. Ensure that all queries are dealt with in a professional and confidential manner.
  1. Reception Duties (Student Window)
    1. Manage all student inquiries and direct to the relevant staff/area.
    2. Ensure that all queries are dealt with in a professional and confidential manner.
    3. Collect student payments, ensuring a strict adherence to office policies.
  1. Student Administration and Finance
    1. Ensure that all money is receipted correctly and balances at the end of each day.
    2. Maintain accurate records of payments and permissions for excursions.
    3. Proficiently use all aspects CASES21accounts receivable, including family receipts and payments, together with a working knowledge of sundry debtor and creditor functions.
    4. Produce, interpret and analyse financial reports, including family transaction history and matching transaction reports.
    5. Extract data from Cases 21 using the worksheet function to provide accurate reports.
    6. Accurately enter student enrolment data into Cases 21.
    7. Competently use Compass to record and mange student attendance data.
    8. Competently use the chronicle function in Compass to enter and produce reports.
  1. Administration Duties
    1. Use Microsoft Office to produce letters, spreadsheets and presentations in accordance with the school’s templates and guidelines.
    2. As directed by the Office Manager, support with the delivery of administrative requests and tasks from management and teaching staff, ensuring that a high standard of service is provided at all times.
  1. First Aide Duties
    1. Provide first aide support to students as required.
    2. Use Compass to record sickbay attendance.
  1. Professional Development

It is expected that the position holder will show a commitment to ongoing professional development.

Other duties as directed

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 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).

Aboriginal and/or Torres Strait Islander applicants can contact Brett West, Yamatji man, in the Koorie Outcomes Division to talk about the recruitment process, the Department and supports for Aboriginal and/or Torres Strait Islander people in the Department. Mobile: 0477 726 801 or email on: brett.west@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 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

Please ensure that your application includes:

  • a resume including relevant experience as well as personal details (name, address and contact numbers, business and home)
  • a section addressing the selection criteria and the requirements for application under the Who May Apply section
  • names and contact numbers (telephone and email if possible) of two referees

Please note that the selection panel may seek additional referees beyond those you name. Consistent with policy, we shall advise you if we will take this action.

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

College Profile


St Albans Secondary College is dedicated to providing an environment that values excellence, is respectful of all members of the community and which inspires each individual to achieve their potential, and to take their place with confidence in a changing society.

At St Albans Secondary College, we hold these values and guiding principles:

  • We show leadership by taking responsibility and being committed to our vision and to each other
  • We demonstrate respect and fairness to each other
  • We show integrity at all times by being open and honest
  • We take pride in our achievements and strive for academic excellence.  We value critical thinking, creativity and risk taking in our learning.

Our vision, values and guiding principles combine to create a safe, supportive and well managed environment where every student is guided and inspired to achieve to the best of their ability. Our College community values respect, integrity, leadership, and the pursuit of excellence.


St Albans Secondary College is a 7 - 12 co-educational school located 18 km to the northwest of central Melbourne.  The College is proud of its history as the original secondary school in the area, and of its continuing role as an educational focal point within the community of St Albans and surrounding suburbs.

The St Albans community has welcomed new arrivals to Australia since its establishment in 1956, and this is reflected in the culturally and linguistically diverse backgrounds of our students, as well as in the multicultural vitality of our community. The vast majority of our students come from non-English speaking backgrounds, covering 53 different nationalities.

Consistently strong enrolment figures allow the school to maintain flexibility in both staffing & curriculum, and, so, to effectively address the educational directions valued by the whole school community: the academic, social and personal development of its young people.

The curriculum is organised into 9 key learning areas, and a comprehensive range of VCE and VET studies, together with a challenging VCAL program, are offered at the senior years. Also offered one Certificate III in Music, Information and Digital Media Technology and Applied Fashion Design, and Certificate II in Kitchen Operations, and our school is a member of the Brimbank VET cluster of schools.

St Albans Secondary College has consistently been recognised as a high performing Victorian Government school. Research undertaken by the Department of Education and Training (DET) and the University of Melbourne in 2008 identified our school as one of eight schools that achieve ‘extraordinary success’ given the socio economic characteristics of their school community. In 2015, the growth achieved by our students in reading and numeracy was recognised by the national curriculum and assessment body, ACARA, with the school identified as ‘having demonstrated substantially above average gain in NAPLAN results’. Growth in Literacy and Numeracy continues to be strong, and VCE results, in particular, are outstanding with a median study score of 30 maintained over 4 years, and an average over this period of 90% of Year 12 VCAL and VCE students exiting to University and TAFE pathways.

Our commitment to foster the academic and personal development of each student, to guarantee high quality teaching and learning in every classroom, and to provide a broad range of programs to challenge and enrich all students, is a significant factor in these achievements. Our Attendance Policy of 90%, close monitoring of student absences, and effective communication with parents ensure that the importance of regular attendance for successful student learning is well embedded in the school culture. A Managed Individual Pathway for each student from Years 9 to Year 12, and the induction and support programs we provide to assist students as they transition through the school, are equally critical to students’ success.

The Select Entry Accelerated Learning (SEAL) program is offered to gifted and talented students from Year 7 right through to Year 12. Additionally, enrichment electives are offered from Year 9, and VCE subjects are available to selected students from Year 10. Our top achievers are supported with scholarships, as well as university mentoring programs such as the Kwong Lee Dow Scholars program, and consistently gain entry into top-level tertiary courses. Literacy and numeracy intervention and coaching programs assist students who need additional support with their skills in these areas, as does the English as an Additional Language program for newly arrived students, and the intensive support our specialist team in the Individual Needs program.

A focus on positive, respectful relationships as an essential part of a safe, enjoyable learning environment has also contributed to the College's excellent student outcomes, as has our strategy of enhancing student voice and leadership across the school, and providing a rich extracurricular and interschool sports program. The reintroduction of Houses has enhanced students’ sense of pride and connectedness and provided them with additional leadership opportunities. The wellbeing of students is supported by a comprehensive allied health team, and by our work over the last 18 months with Andrew Fuller on resilient mindsets.

St Albans Secondary College is an accredited provider of education for international students. Our reputation for academic excellence has attracted 50 students from overseas who are currently completing their secondary education with us. Our local and international parent communities are integral to the success of this program, and to the support provided to the students.

The school has committed to a sustained program of facilities upgrading in order to improve the learning and work environment for students and staff, and this is evident from the front gate to the sports oval.

We have built a strong, positive school culture where effort and achievement are valued and recognised. The friendly, supportive, caring atmosphere of our school is very often commented on by visitors.  Students are able to articulate the high expectations that the staff and parents hold for them and they appreciate this. 

St Albans Secondary College is a community where staff and parents work together with, and for the benefit of, students. Staff are deeply committed to the academic progress, and personal development and wellbeing of each student.

ES 1.2 Admin Assistant / Receptionist

Job type:

Part time / From 24/04/2023 - 18/01/2024

Job classification:

Not provided


Judy Blum | 9366 2555

ES 1.2 Admin Assistant / Receptionist