School Organisation Team - Student Administration Officer

Job posted: 01/08/2022
Applications close: 14/08/2022 (Midnight)
4 days remaining

4 days remaining

Job Description

Location: Melbourne | Eastern Metropolitan

Job type: Full time / From 12/09/2022 - 11/09/2029

Organisation: Schools (Government)

Salary: Salary not specified

Occupation: Administration/Secretarial

Reference: 1289296

Reference: 1289296

Occupation: Administration/Secretarial

Salary Range: Salary not specified

Work location: Melbourne | Eastern 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.


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.


  • Coordinate the delivery of administrative services within the school.
  • In consultation with the principal, determine and manage work priorities within the school office.
  • Develop and implement strategies to ensure effective administration procedures.
  • Maintain school's records system, including computerised student, staff and school records.
  • Liaise with school staff in regard to support requirements.
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 (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.
  • Provide administrative support to Principal Class Team and Business Manager.
    This position requires collaboration in Administration/Student Records Team.

School Organisation

  • Bus passes – confirm student details and sign MYKI bus passes forms
  • 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.

School Council Administration

  • Prepare, collect, and distribute Agenda, reports, and meeting documents
  • Create and file meeting documents in the folder for audit purposes
  • Any other task requested by the Business Manager and Principal Class

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

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

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.a

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.

School Organisation Team - Student Administration Officer

Job type:

Full time / From 12/09/2022 - 11/09/2029

Job classification:

Not provided


Mrs Ruchi Patel | 03 9092 7500

School Organisation Team - Student Administration Officer