Junior Sub School Administration Assistant

Job posted: 05/08/2022
Applications close: 18/08/2022 (Midnight)
4 days remaining

4 days remaining

Job Description

Location: Melbourne | Western Metropolitan

Job type: Full time / From 02/09/2022 - 01/09/2029

Organisation: Schools (Government)

Salary: Salary not specified

Occupation: Administration/Secretarial

Reference: 1290292

Reference: 1290292

Occupation: Administration/Secretarial

Salary Range: Salary not specified

Work location: Melbourne | Western Metropolitan

Selection Criteria

  1. Capacity to undertake routine support tasks across a range of functions within a school environment.
  2. Demonstrated ability to communicate effectively with members of the school community including students, staff and families.
  3. Demonstrated proficiency in the use of office systems, software or technical equipment relevant to the position.
  4. Capacity to work cooperatively with a range of people including teachers, education support staff, students and parents and the ability to maintain a high level of confidentiality at all times.
  5. A commitment to professional learning and growth.


Undertakes routine tasks that are usually carried out under close supervision and direction.  Work that carries some degree of independence will generally involve a limited number of tasks performed on a regular basis where priorities are clear, procedures are well established and direction is readily available.

Work has little scope for deviation. Problems can usually be solved by reference to well documented procedures and instructions and clearly established practices.  Deviation from established procedures will require reference to others for guidance and direction.  Assistance is readily available when problems arise.  An experienced employee at range 1 will exercise limited judgement within clearly defined guidelines and well established practices that relate specifically to the tasks performed.

Does not carry responsibility for the work of others.  More experienced employees will provide basic guidance and advice to others relating to tasks within the work area.

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.

Qualification requirements do not operate at range 1.  Certification requirements may be required to legally perform specific tasks - e.g. driver’s licence, first aid, safe food handling.

The Sub School Assistant will provide administrative support to the Sub School team.  The Sub School Assistant will undertake reception duties that will include answering phones, directing inquiries and communicating with parents, and providing support to students who present to the Sub School.  The Sub School Assistant will provide the Sub School Coordinators with administrative support, provide timely reports and maintain accurate student attendance data at all times.



The Sub School Assistant will undertake administrative and keyboard duties in support of the Sub School administration this will include:

  • Use Microsoft Office including word and excel to produce for the Sub School, letters, spreadsheets and reports as required by the Sub School in accordance with the school’s templates and guidelines
  • The Sub School Assistant will maintain a diary to ensure there is an awareness of all events and meetings the pertain to the Sub School
  • Manage and maintain the Sub School noticeboard
  • Extract non-complex data and print standard reports from CASES21 and other software packages as required
  • Update student change of details as required
  • Prepare and type agendas and minutes for Sub School meetings
  • Customise and print the Mapping Tool for Case Management meetings and provide data entry and follow up with requests for correspondence to families
  • Provide coordinators with absence, lateness reports daily
  • Accurately record and update student absence details using Compass
  • Maintain a student lateness and detention database and liaise with the coordinators to provide students with detention notices in a timely manner
  • Provide Coordinators with timely and accurate reports for detentions  a minimum of 1 week prior to the scheduled 2 hour detentions
  • Provide administrative support to the coordinator to complete documentation as directed this may include, enrolment, exits, excursion forms
  • Arrange and manage the delivery of student notices for the Sub School
  • Maintain Student files located in the Sub School office
  • Liaise with the Office Manager to ensure that all student information is correct and up to date
  • Maintain a high level of confidentiality at all times
  • Reception duties will include
    • Greeting students and visitors on entry to the Sub School
    • Provide support to students who present at the Sub School
    • Answering the phone and directing inquiries to the relevant Coordinator
    • Contacting parents as required by the Coordinators

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

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

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

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

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.


Junior Sub School Administration Assistant

Job type:

Full time / From 02/09/2022 - 01/09/2029

Job classification:

Not provided


Miranda Peceli | 9366 2555

Junior Sub School Administration Assistant