Administrative Assistant - Level 1-Range 3

Job Description

Schools (Government) Applications close Monday 24 February 2025 at 11.59PM Overview Work type: Full time Salary: Salary not specified Grade: Ed Support Level 1-Range 3 Occupation: Education and Training Location: Southern Metropolitan Reference: 1465028Selection Criteria SC1 Demonstrated capacity to perform duties consistent with established guidelines and frameworks, including coordinating and supporting others in respect to specific work functions relevant to the role. SC2 Demonstrated capacity to communicate effectively in a team environment, including high level oral and written communication skills. SC3 Possess the technical knowledge and expertise relevant to the position. SC4 Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area. Role This is a full-time position with a maximum of 7 days school holidays attendance per year. 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 Support the purchasing process from start to end Provide routine clerical or other administrative support responsibilities including general telephone, front office enquiries, mail deliveries, assisting with stock control, supporting organisation of meetings, receiving and initial processing of standard paperwork, and liaising with school staff regarding support requirements Maintain, enter, and retrieve data from the school's IT systems, such as the school's records system, including computerised student, staff, and school records Support or coordinate the preparation of standard routine internal and external communication according to school procedures (e.g., form letters, newsletters) Coordinate the delivery of administrative services within the school Develop and implement strategies to ensure effective administration procedures Manage the processing of student admissions, registrations, enrolments, and transfers Follow Student Attendance procedures in accordance with DET and school policies Backup Student Finance CSEF and SSR entering and ordering Accounts payable and receivable support when needed Provide required level of administrative support for school events, functions, and projects Provide accurate reports for the principal team, Business Manager, and School Council as required Any other task requested by the Business Manager and Principal Team This position description describes in general terms the normal duties which the Administration Officer is expected to undertake. However, the duties described may vary or be amended from time to time without changing the level of responsibility associated with the position. Who May Apply Individuals with the aptitude, experience, and/or qualifications to fulfill the specific requirements of the position. EEO AND OHS Commitment Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school. The Department of Education is committed to the principles of equal opportunity, 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. 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: The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership, and Human Rights. The department'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 department values is available at: The successful applicant will be highly experienced in organising and prioritising work. You will work independently and as part of a team under the supervision of the Office Leader with the focus of maintaining effective and informative communication with parents, staff, students, service providers, and the wider school community. Qualities necessary to be the successful applicant: Exceptional reception and telephone skills Strong oral and written communication skills Strong experience in Microsoft Office, Word, Excel Ability to work independently Knowledge of schools IT packages such as CASES21 and Compass are desired Applicants are expected to submit the following: A cover letter addressed to the Principal A curriculum vitae including the names, positions, and contact details of 3 referees A statement addressing the key selection criteria 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 Department HR Website Location Profile Endeavour Hills Specialist School is a rapidly expanding special education centre seeking to employ new Classroom teachers and Education Support employees for 2025 in order to open several new classrooms, enabling us to offer more enrolment positions to students in need. Endeavour Hills Specialist School provides highly individualized programs of learning for students aged 5 to 18 with disability and high needs who have a diagnosis of autism spectrum disorder with a language disorder and/or an intellectual disability. School participation maximizes life opportunities for children and young people by providing them with a comprehensive learning program and access to support networks. It also helps to develop important skills, knowledge, and values that set them up for further learning and active participation in their local community. VISION: The vision of the Endeavour Hills Specialist School community is to inspire students to achieve their personal best and become active and independent members of their community. MISSION: Our mission is to provide a blended curriculum of academic learning, high-interest programs, and therapeutic supports within a positive behaviours framework that will cater for each student at their point of need and encourage personal growth, independent learning, and sound social-emotional behaviours. OBJECTIVE: Endeavour Hills Specialist School's objective is to produce lifelong learners who are aware of their skills and strengths and have a positive attitude towards challenges and opportunities. VALUES: We have one value - BE KIND: BE KIND to yourself BE KIND to others BE KIND to the environment We enact this value in our everyday actions and interactions - it is highly visible, explicitly taught, continuously modelled, and regularly celebrated. Our values form the foundation of our School-Wide Positive Behaviour Supports framework and reflect the school community’s intention to empower students to be the best person they can be. Students discuss, agree, and enact ways in which the values can be applied in all aspects of the school community. Our staff work in transdisciplinary teams comprising teaching staff, allied health practitioners, and education support staff to cater for the diverse range of student abilities and needs. This approach respects professional knowledge and expertise while also providing the opportunity for staff to learn from one another. Endeavour Hills Specialist School places the child at the centre of all decisions regarding learning and teaching. We hold high expectations for and of the learning community. Diverse learning needs are accommodated with differentiated learning and the application of a wide range of teaching strategies and learning technologies. Relationships are fundamental to ensuring positive engagement and collaboration across the school community. Endeavour Hills Specialist School staff explicitly teach, model, and demonstrate school and DET values in all their dealings with students, parents/carers, staff, and the broader community. Applications close Monday 24 February 2025 at 11.59PM #J-18808-Ljbffr