Administration /Enrolment Officer

Department of Education Victoria; Bacchus Marsh; On-site; AUD 60,000 - 70,000; Full time

Job summary

Bacchus Marsh Primary School, part of the Department of Education Victoria, invites applications for an Education Support Class position in Bacchus Marsh. The role focuses on clerical, data management and front-office support under supervision, supporting enrolments and administration within a busy school office.

Responsibilities include maintaining IT records, coordinating reception, assisting with stock control and meetings, and providing first aid support as required, in line with school

Qualifications

• Duties aligned with guidelines and school policy.
• Ability to work in a team and communicate clearly.
• Experience with admin, enrolments and school data systems.

Responsibilities

• Provide routine clerical and administrative support including front office enquiries and mail deliveries.
• Maintain and retrieve data from school IT systems and records.
• Update office records and diary records.
• Oversee enrolments and communicate important dates to parents.
• Prepare routine internal/external communications per procedures.
• Source basic data to support school administrative functions.
• Coordinate the delivery of administrative services within the school.
• Manage work priorities with the principal or manager.
• Develop and implement abides procedures for admin processes.
• Coordinate requisitioning, purchasing and issuing procedures.
• Manage client reception and office operations.
• Liaise with staff regarding support requirements.
• Support first aid facilities and assist in delivering first aid.

Skills

Coordination and support

Team collaboration

Effective communication

Data entry and IT systems

Reception and front office

Professional learning

Tools

CASES21

Compass

Job description

Department of Education Victoria - Bacchus Marsh VIC

3d ago , from Department of Education & Training Victoria

Bacchus Marsh Primary School's purpose is to provide, in a nurturing environment, a quality education that challenges all students to attain their highest potential academically, socially and emotionally, creatively and physically. BMPS encourages students to respond to high expectations, to work effectively with others, and acknowledges that students learn best when they have confidence in their own abilities and a sense of personal efficacy. At Bacchus Marsh Primary School we balance explicit instructional practices across literacy and numeracy with opportunities to apply knowledge and skill through inquiry based learning. Our school community is committed to the values of Respect, Learning, Kindness and Teamwork. Our vision is to develop self-sustaining, life-long learners in a recognised centre of educational excellence. Bacchus Marsh Primary School offers a genuinely broad curriculum, offering our students access to a wide range of specialist programs including, Visual Art, Music/Performing Arts, PE, Kitchen, Garden, Mandarin Chinese, Design Thinking and Science. We are proud of our Stephanie Alexander inspired Kitchen-Garden program and the broader connections to our community that this facilitates.

Selection 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 work and collaborate with others in a team environment.
• SC3 Demonstrated capacity to communicate effectively in a team environment, including high level oral and written communication skills.
• SC4 Possess the technical knowledge and expertise relevant to the position, in particular CASES 21 and Compass.
• SC5 Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area with a strong focus on enrolments.
• SC6 A commitment to professional learning and growth for both self and others.
• SC7 Demonstrated experience in reception, administration and finance while prioritising evolving needs within a busy work environment.

Role

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.

Certification and/or qualifications of up to three years can be required at this level (noting that Registered Nurse is not included at this level, the first level for which is Level 1 range 3).

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.

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, specialised student/teacher support tasks, or technical tasks as experience in the role is gained.

Responsibilities

• 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
• Maintain, enter and retrieve data from the schools IT systems, such as the school's records system, including computerised student, staff and school records
• Maintain and update office records, diary records, and basic written records
• Overseeing and managing enrolments, including communicating important dates and timelines to parents/carers and liaising with Principal throughout the process
• Support or coordinate the preparation of standard routine internal and external communication according to school procedures (e.g. form letters, newsletters)
• Source basic data or factual information from given sources to support school administrative functions, e.g. books, reports, manuals, catalogues, tables, forms, etc.
• 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
• Coordinate the implementation of requisitioning, purchasing and issuing procedures
• Manage client reception and office operations
• Liaise with school staff in regard to support requirements
• Supports the first aid facilities and assists in delivering first aid to students

Who May Apply

Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

Diversity and Inclusion

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.

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: https://www2.education.vic.gov.au/pal/child-safe-standards/policy

DE Values

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

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 https://www2.education.vic.gov.au/pal

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 https://www2.education.vic.gov.au/pal