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Executive Assistant & Human Resource ES1-3_1.0

Job posted: 01/08/2022
Applications close: 14/08/2022 (Midnight)
1 day remaining

1 day remaining

Job Description

Location: Melbourne | CBD

Job type: Full time / From 22/08/2022

Organisation: Schools (Government)

Salary: Salary not specified

Occupation: Human Resources

Reference: 1289151

Reference: 1289151

Occupation: Human Resources

Salary Range: Salary not specified

Work location: Melbourne | CBD

Selection Criteria

KSC1 Demonstrated ability to work independently, flexibly and constructively in a team ensuring the continuous and efficient operation of the work environment as well as working creatively and proactively to enhance work systems, practices and relationships

KSC2 Demonstrated proficiency in the use of office systems, software technical equipment as relevant to the position, including Compass, eduPay, Cases21 and Microsoft Office

KSC3 Demonstrated knowledge and experience in respect to Human Resources

KSC4 Demonstrated high level written and oral communication skills and high-level interpersonal skills with an ability to relate effectively and sensitively with teaching and support staff as well as students, parents, external providers and the wider school community

KSC5 High level organisational skills with a demonstrated ability for effective time management, establishing priorities, procedures and guidelines relating to the work area

KSC6 Demonstrated capacity to show initiative, contribute to a positive school culture and live by organisational values

Role

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.

Responsibilities

Executive Assistant 

General Admin

  • Diary Management for the Principal
  • Meet with the Principal regularly to determine calendar and school needs
  • General assistance to the Executive team 
  • Produce letters, correspondence and documents for the Executive team as required
  • Perform a range of administrative support duties for staff as directed by the Executive team
  • Manage the school email daily
  • Order and maintain school promotional material
  • Archive Principal documents as required
  • Assist with the Staff / Parent / Student surveys
  • DET / Mac.Rob Policy management 
  • Alumni database management 
  • Organise hospitality for meetings and functions and gifts/acknowledgement for significant life milestones including staff departures  
  • Collate information required by the Executive Team
  • Assist in the preparation and distribution of materials for Consultative Committee and take meeting minutes

School Council / Minutes

  • Executive Assistant to the School Council and attending the SC meetings
  • Manage the School Council election process
  • Take and distribute minutes of Committee meetings as required 

Event Assistance

  • Oversee annual Mac.Rob events/functions such as the Portrait Gallery 
  • When required liaise with the School Council and former principals for the Principal Portrait
  • Assist the Principal to work productively with the Alumni, Mac.Rob Foundation, and Parents Association

 

Human Resource

Workforce Management / Planning

  • Staff database management (spreadsheets, C21 and eduPay)
  • Manage staff leave records 

Recruitment 

  • Post job advertisements on Recruitment Online as directed by the Principal
  • Provide panel members with applications
  • Schedule and make all arrangements for interviews and communicate with the applicants
  • Process hires and communicate with the successful applicant
  • Develop employment contracts
  • Provide HR information to staff on relevant policies, DET HR guidelines and the 2022 VGSA
  • Responding to staff leave queries (LSL entitlements, leave balance etc.)
  • Prepare all HR correspondence for the Principal/Business Manager
  • Maintain staff personnel files

Induction

  • Assist the Professional Growth Leader with the staff induction day in term 4
  • Onboard new staff – managing the Staff handbook, arranging photos for Compass, staff ID card, ordering name badge, staff & phone extension list, arrange pigeonhole and compliance documentation database 
  • Maintain the school register for keys, security fobs and parking permits

eduPay

  • Approving staff leave on eduPay, cross check to Daily Org and then follow up with staff who have not entered leave on eduPay
  • School Local Payroll processing - liaising with the Daily Org
  • Archive necessary documents in a timely manner in accordance with DET policies

Other

  • Check teacher VIT register on portal
  • Assist the Communications Manager with the Mac.Rob newsletter and update the College website as required; particularly in relation to job advertisements and major events
  • Provide support to the general office team
  • Prepare reports, documents and presentations using Microsoft Office (Word, Excel, Powerpoint), Google Suit (Google sheets, Documents and Forms) and Compass
  • Other duties requested by the Principal or their delegate

Compliance

  • Maintain confidentiality at all times in accordance with the Privacy Act
     

School & DET Values: 
Demonstrate the school values of Community, Growth, Responsibility and Compassion and the DET values of: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights.

OHS:
Adhere to Occupational Health and Safety requirements of the position and/or department.

Child Safe Standards:
Mac.Rob is a child safe environment. Our school actively promotes 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 staff have an obligation to satisfy the Child Safety Code of Conduct and all Positions of Leadership must consider our Child Safe obligations in their actions and decision-making.

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

  • 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

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

MISSION: 
To excel in the provision of education for girls in an intellectually vibrant community.


GUIDING VALUES:  

COMMUNITY  
We are an inclusive community built on positive relationships and a strong sense of belonging. We value diversity and appreciate those around us for their similarities and differences. We are internationally-minded and value our place in our local and global context. 

GROWTH
We seek challenges in order to grow, and are resilient in the face of adversity. We are curious, collaborative, and passionate about learning. We celebrate success and aspire to be our best selves in all aspects of life. 

RESPONSIBILITY
We are agents in our own learning, and we foster leadership through action. We take responsibility for ourselves and each other, and we contribute to school life and our broader communities.

COMPASSION
We are interested in the lives and perspectives of others. We value every member of our school and wider communities. We treat people with respect and offer support to those who need it.
 

Unique in its status as a state-wide provider for girls in Years 9 to 12, The Mac.Robertson Girls’ High School is a selective entry school which seeks to remain at the forefront of education for girls in Australia.

Situated in a central city location adjacent to the Albert Park Lake, the school offers outstanding facilities for the delivery of its programs and is attended by students from metropolitan Melbourne and beyond. The selective nature of entry results in a broad socio-economic and cultural mix of students with a strong commitment to academic excellence. The school provides an educational experience that equips girls for tertiary study and leadership roles in a range of fields and industries, and develops interests and skills to enhance their personal lives.

At The Mac.Robertson Girls’ High School we have an emphasis on student leadership and agency, encouraging our students to develop a deep and enduring passion for learning and a strong sense of self. We welcome applications to join our team from positive, forward-thinking professionals who have a genuine desire to support our students to excel in all aspects of their education.

Executive Assistant & Human Resource ES1-3_1.0

Job type:

Full time / From 22/08/2022

Job classification:

Not provided

Contact:

Susan Harrap | 9864 7700

Executive Assistant & Human Resource ES1-3_1.0