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Timetable / OH&S / Administration Officer

Job posted: 17/11/2022
Applications close: 30/11/2022 (Midnight)
2 days remaining

2 days remaining

Job Description

Location: Melbourne | Eastern Metropolitan

Job type: Full time / From 27/01/2023

Organisation: Education and Training

Salary: Salary not specified

Occupation: Administration/Secretarial

Reference: 1315570

Reference: 1315570

Occupation: Administration/Secretarial

Salary Range: Salary not specified

Work location: Melbourne | Eastern Metropolitan

Selection Criteria

KCS 1  

Significant understanding and experience of school office management practices and processes including an ability to co-ordinate completion of administrative priorities, financial recording and reporting arrangements.

KSC 2

Demonstrated high level administrative experience in DET and other systems including CASES 21 Accounts receivable, Student Administration, Compass and Edval.

KSC 3  

Demonstrated high levels of professional integrity, sensitivity and an ability to engage with leadership, staff, CELS’ diverse school community and external schools.

KSC 4  

Demonstrated ability to show initiative, work independently and in teams,  work creatively and proactively to enhance work systems and practices to ensure efficient and responsive operation of the work environment.

KSC 5  

Demonstrated ability to manage a busy work environment, contribute towards strategic decision making within the school including the provision of advice to the Principal, Director of Operations, staff, and the wider community. 

Role

Collingwood English Language School is comprised of the Collingwood/Broadmeadows and Cragieburn Campuses you will work across the three campuses.

Collingwood English Language School is comprised of the Collingwood, Broadmeadows and Craigieburn Campuses. The purpose of this new position is to ensure whole school consistency in processes and procedures as the school continues to use a timetabling package and consolidates responsibility for both timetabling whole school.

The role of the Timetabler/OH&S/Administration Officer is to manage the delivery, evaluation and improvement of the following services within the school: liaise closely with the Principal, Assistant Principals and Director of Operations regarding management of time-tabling and OH&S, ensuring they comply with regulatory and legislative requirements and department policies and procedures; ensure that internal and external stakeholders are provided with up to date information relating to management timetabling; provide timely and appropriate advice to the Principal, Assistant Principals and Director of Operations to enable informed decisions relating to the management of staffing across the whole school.  The Timetabler/OH&S/ Administration Officer reports directly to the Director of Operations and the Principal.

The role has a major emphasis on:

  • The overall processes and practices relating to time-tabling across all campuses.
  • Provision of administrative support and advice to OH&S committee and school.
  • Responsibility for the management of the Administration roll over each year.
  • Provision of administrative support and advice to the CELS ES Team
  • Management of all school’s administrative processes for various processes and procedures whole school and ensuring continuity across multiple campuses
  • Sound knowledge of DET guidelines and processes, adhering to best practice
  • Developing and maintaining relationships with key internal and external stakeholders
  • Personal Development, through accessing appropriate professional learning to enhance performance
  • Ensuring best practices in the role.
  • Ensuring school level accountability so resources are used effectively and efficiently to optimise student outcomes

Responsibilities

Timetabler:

  • Responsibility for allocation of staff allotments using Edval package in consultation with the Principal, Director of Operations and Assistant Principals.
  • Responsibility for the blocking of subjects as required by the Principal and Assistant Principals.
  • Responsibility for the development and implementation of flexible and creative timetable options consistent with the whole school curriculum when required.
  • Disseminate all timetables and related information to students and staff in a timely manner.
  • Manage and update the timetable on a term-by-term basis.
  • To be proactive in anticipating staffing requirements, and to participate in, and advise the Principal, Director of Operations and Assistant Principals.
  • Ensure systems are in place to maintain and disseminate accurate student timetables.
  • Ensure yard-duties are displayed on teachers timetables.
  • To contribute to the whole school accountability process.

 

OH&S Administration

  • Responsibility for ensuring all campuses complete OH&S scheduled activities on the OH&S activities calendar
  • Liaising with Director of operations and Facilities Manager in relation to all OH&S items to be addressed following OH&S Inspections
  • Ensuring all Campuses are completing Evacuation & Lockdown procedure
  • Reviewing the current emergency evacuation diagrams and updating plans and diagrams whole school
  • Organising and booking schools routine OH&S maintenance tasks such as but not limited to Annual Essential Safety Measures, Testing & Tagging etc.
  • Liaising with OH&S reps and organizing works to be completed as needed.
  • Organising OH&S Meetings, and minutes
  • Providing support to the OH&S Management delegate when needed.
  • Providing support to OH&S representatives when needed.
  • Providing reports to Director of Operations and Principals on schools current OH&S planned and unplanned works

 

Administration Role

To work with the Director of Operations to enhance processes and systems in each administrative area across the school.

  • Responsibility for the management of the Administration roll over each year.
  • Maintain accurate data and monitoring of all reports across whole school.
  • Establish communications strategies to disseminate information and provide opportunities for exchange of information across the whole school.
  • Must be willing to have training in the finance area of CASES21: Accounts Payable/Receivable
  • Must be willing to have training in the HR Administration area of Edupay
  • Sound knowledge of all school systems including Compass and Edval with the willingness to have further training.
  • Advanced Planning and Organisational skills
  • Stakeholder Management skills – Internal/External
  • Problem Solving abilities
  • Initiative and Accountability

To undertake other tasks as requested by the Principal and Director of Operations

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

Location Profile

Collingwood English Language School (CELS) is the major provider of the New Arrivals Program in the North Western Victoria Region.  It is a Foundation to Year 10 multi campus school, providing full time, intensive English Language courses for newly-arrived migrants and refugees with campuses located in Collingwood, Broadmeadows and Craigieburn.

We provide a safe, supportive and stimulating learning environment where students prepare for a seamless academic, social and cultural transition to mainstream school or other educational pathways. We also support families and guardians to understand and engage with our school community and the Victorian Education system. 

Students attend the New Arrivals Program for intensive English as an Additional Language courses for 6 months if educational background is age equivalent. Students with disrupted schooling often attend for 4 terms. Assessment and reporting reflect this context.

The ratio of teachers to students is 13:1. Multicultural education aides support teachers, students and families.

Vision

We provide innovative, creative, high quality EAL teaching and learning programs. Our students have a sense of curiosity, resilience and are excited about their learning and preparation for mainstream school or further education, leading to improved academic and life chances.

At Collingwood English Language School:

•           We provide an exceptional English as an Additional Language program in a welcoming, caring, friendly, collaborative and inclusive learning community

•           We provide EAL leadership and advocacy

•           Our EAL Specialist teachers provide high quality learning and teaching in a safe and supportive environment

•           Our students are courageous and determined learners and become effective members of the school and wider community

•           Our parents and guardians are active participants in their students’ learning and in the school community 

Values

 

Our core purpose at Collingwood English Language School is underpinned by the following values

 

Respect:                    for ourselves, each other and our environment

Kindness:                  to others through compassion and celebrating success

Learning:                   being ready to learn, do my best, be actively engaged, share ideas and welcome feedback. Seek support.

 

 

Collingwood Campus

Collingwood English Language School was established as a school in 1989. The Collingwood Campus is located in Cambridge Street, approximately one kilometre north east of the city centre. This is the original campus.

Broadmeadows Campus

The Broadmeadows Campus is in Johnstone St Broadmeadows, and is part of the Dimboola Hub, sharing the oval with Broadmeadows Valley Primary School and Hume Central (Dimboola Rd Campus)

Craigieburn Campus

The Craigieburn campus is located on Northleigh Ave, approximately two kilometres from the Craigieburn railway station and sits adjacent to Craigieburn South Primary School.

 

Further information 

Further information is available from the Collingwood English Language School’s website, including: 

School Strategic Plan 2019-2022

https://www.collingwoodels.vic.edu.au/documents/CELS-School-Strategic-Plan-2019-2022.pdf

Annual Implementation Plan 2022

https://www.collingwoodels.vic.edu.au/documents/CELS-School-Annual-Implementation-Plan-2022.pdf

Annual Report 2021

https://www.collingwoodels.vic.edu.au/documents/CELS_Annual_Report_2021.pdf

Other Information

The successful applicant will be paid a leave purchase allowance for this position and will be required to attend for duty consistent with the advertised position for 15 days of the additional paid leave period.

Collingwood English Language School is comprised of the Collingwood/Broadmeadows and Cragieburn Campuses you will work across the three campuses

Timetable / OH&S / Administration Officer

Job type:

Full time / From 27/01/2023

Job classification:

Not provided

Contact:

Kate Marshall | 9419 7633

Timetable / OH&S / Administration Officer