Administration and Events Support Officer
Department of Education Victoria
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Benefits offered by this job
Job summary
Department of Education Victoria in South Yarra, Melbourne, is seeking an Administration and Events Support Officer to manage high-quality administrative tasks and coordinate school events. The role supports planning, organisation, and delivery of events and meetings while maintaining effective systems and professional customer service.
The position requires excellent organisational skills, attention to detail, and the ability to manage competing priorities within a positive school environment.
Qualifications
- Relevant qualifications in administration, business, events management or a related field are desirable.
- Current Working with Children Check (Employee).
- Demonstrated commitment to child safety and wellbeing.
- Understanding of, or willingness to learn, Victorian Government School operations, policies and procedures.
Responsibilities
- Provide comprehensive administrative support to school leadership and staff.
- Support reception and front-of-house services, responding to enquiries from students, parents, staff and visitors.
- Assist and support other administration roles
- Assist with coordination of room bookings, meeting logistics and visitor management processes.
- Coordinate the planning and delivery of school events, excursions, conferences, professional learning activities and community engagement events.
- Develop event schedules, run sheets and logistics plans including booking of travel and accommodation for staff
- Liaise with internal and external stakeholders, suppliers, venues and service providers.
- Coordinate event registrations, communications and attendee management.
- Arrange catering, equipment, audiovisual requirements and venue preparation.
- Process associated purchase orders and invoices.
- Provide on-site operational support during events and resolve issues as they arise.
- Strong interpersonal skills with the ability to engage effectively with diverse stakeholders
- Maintain effective communication with staff, partner organisations and external providers.
- Work with marketing officer to support preparation of promotional materials, event communications and school notices.
- Support the management of the school's online platforms and communication channels as required.
- Build positive working relationships with stakeholders and represent the school in a professional manner.
- Support compliance with Department of Education policies and school procedures.
- Maintain confidentiality and manage sensitive information appropriately.
- Assist with emergency management, occupational health and safety and risk management requirements relating to events and administrative operations.
- Ensure events and activities are conducted in accordance with school policies and relevant legislative requirements.
Skills
Education
Tools
Job description
Department of Education Victoria – South Yarra VIC
The Centre for Higher Education Studies (CHES) commenced programs in 2023 as a purpose-built, co-educational school supporting high-achieving and high-ability students to extend their learning beyond mainstream programs.
Students attend CHES part-time while remaining enrolled at government secondary schools across Victoria. We offer specialist VCE subjects, Year 10 Enrichment Electives and access to first-year university courses through our university partnerships. Students also participate in seminars, masterclasses and other enrichment opportunities.
CHES also leads professional learning for teachers across Victoria on meeting the needs of high-ability students.
Education Support staff play an important role in the smooth operation of CHES and in creating a welcoming, supportive environment for students, staff and visitors. Our work involves close collaboration with students¿ base schools, university partners and other educational organisations.
Our values--Reach, Connect, Understand and Think Ahead--underpin a collegial, collaborative workplace. We value the expertise and contribution of Education Support staff and provide induction, professional learning and ongoing support.
Flexible working arrangements may be available through discussion and negotiation with the principal, depending on the requirements of the position.
CHES is located at 669 Chapel Street, South Yarra, in an award-winning, four-storey facility. The building includes contemporary classrooms, university-standard science laboratories, an auditorium, tutorial rooms, professional learning spaces, comfortable staff workspaces and a rooftop terrace. Our facilities and technology support students to participate both on-site and online.
We work closely with schools and universities, including a foundation network of five local secondary schools that also use our facilities when spaces are available.
CHES has convenient access to several public transport options. As with many inner-city vertical schools, there is no on-site staff parking.
Reports To: Business Manager / Principal
Employment Type: Full Time
Website: https://ches.vic.edu.au
The Administration and Events Support Officer is responsible for providing high-quality administrative, event coordination and operational support at CHES. The role supports the planning, organisation and delivery of school events, meetings, programs and activities while maintaining effective administrative systems and delivering professional customer service.
The position requires excellent organisational skills, strong attention to detail, the ability to manage competing priorities and a commitment to supporting a positive and professional school environment.
- Relevant qualifications in administration, business, events management or a related field are desirable.
- Current Working with Children Check (Employee).
- Demonstrated commitment to child safety and wellbeing.
- Understanding of, or willingness to learn, Victorian Government School operations, policies and procedures.
SC1 Demonstrated experience in administration and event coordination within a school environment displaying professional, responsive and a customer-focused approach.
SC2 Demonstrated ability to manage multiple tasks, excellent attention to detail and problem-solving capability, adaptability in responding to changing priorities in a environment and meet deadlines
SC3 Experience using school administration systems including Microsoft Office Suite; Outlook, Word, Excel, Teams and PowerPoint, is desirable
SC4 Highly developed organisational and time management skills along with strong written and verbal communication skills.
SC5 Ability to work independently while contributing positively to a team environment.
Attendance requirement for this position is Monday to Friday, 8:30am to 4:30pm.
An education support class position at this range will perform tasks that are carried out in accordance with guidelines, accepted practice, and school policy under supervision and direction. This may include coordination of other education support class staff within the work area or educational program.
An education support class position supports the educational services being provided to students but must not include duties of a teacher as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students can be required individually or in groups up to 4 in controlled circumstances and where the responsibility for students remains clearly with a teacher.
A role at this range may include:
- Specific support tasks to achieve outcomes. Typically, this will involve accountability for a single function, (e.g. ensuring data is properly maintained) or the co-ordination of a work area under the direction of the principal or a manager.
- Assisting teachers, within an educational program, by undertaking specific support tasks or the coordination of the support function.
- 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 would be typical examples.
An education support class position at this range commencing at the base will initially be limited to undertaking routine tasks that are 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. Subject to any specific qualification and/or training requirement, an education support class employee employed in this range may be progressively required to undertake coordination, specialisedstudent/teacher support tasks, or technical tasks as experience in the role is gained.
- Provide comprehensive administrative support to school leadership and staff.
- Support reception and front-of-house services, responding to enquiries from students, parents, staff and visitors.
- Assist and support other administration roles
- Assist with coordination of room bookings, meeting logistics and visitor management processes.
- Coordinate the planning and delivery of school events, excursions, conferences, professional learning activities and community engagement events.
- Develop event schedules, run sheets and logistics plans including booking of travel and accommodation for staff
- Liaise with internal and external stakeholders, suppliers, venues and service providers.
- Coordinate event registrations, communications and attendee management.
- Arrange catering, equipment, audiovisual requirements and venue preparation.
- Process associated purchase orders and invoices.
- Provide on-site operational support during events and resolve issues as they arise.
- Strong interpersonal skills with the ability to engage effectively with diverse stakeholders
- Maintain effective communication with staff, partner organisations and external providers.
- Work with marketing officer to support preparation of promotional materials, event communications and school notices.
- Support the management of the school's online platforms and communication channels as required.
- Build positive working relationships with stakeholders and represent the school in a professional manner.
- Support compliance with Department of Education policies and school procedures.
- Maintain confidentiality and manage sensitive information appropriately.
- Assist with emergency management, occupational health and safety and risk management requirements relating to events and administrative operations.
- Ensure events and activities are conducted in accordance with school policies and relevant legislative requirements.
Perform additional duties as directed by the Principal
- Effective and timely delivery of administrative services.
- Successful planning and coordination of school events and activities.
- Positive stakeholder feedback and customer service outcomes.
- Maintenance of accurate records and compliance requirements.
- Contribution to a collaborative, efficient and professional school environment.
Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.
The department is committed to diversity and inclusion and developing a workforce that is representative of the community we service. We value diversity and inclusion in all forms - culture, gender, religion, ethnicity, LGBTIQA+, 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 safe, respectful and inclusive workplaces is essential to high performance and promotes flexible work and diversity across all schools and Department workplaces. It is our policy to provide reasonable adjustments for staff with disability (see Workplace adjustment guidelines).
Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islander candidates from the Koorie Outcomes Division (KOD) via*******@education.vic.gov.au
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.
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:
https://www2.education.vic.gov.au/pal/child-safe-standards/policy
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:
https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview
- 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
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