Administration Officer (Reception)

Government Schools; Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Dohertys Creek P-9 College is seeking an organised, approachable and highly motivated Administration Officer (Reception) to join our Administration Team. The role is to provide a welcoming, professional front office environment for students, families, staff and visitors, and to support efficient administrative services.

You will manage reception duties, handle enquiries, support communications and assist with a range of administrative processes while maintaining confidentiality and a

Qualifications

• SC1: Demonstrated ability to provide professional, friendly and responsive customer service to students, families, staff and visitors.
• SC2: Demonstrated effective written and verbal communication skills, with the ability to communicate clearly and professionally.
• SC3: Demonstrated strong organisational skills, with the ability to show initiative, manage competing priorities and maintain accuracy in a busy and fast-paced environment.
• SC4: Demonstrated proficiency in administrative processes and school management systems, including Compass, CASES21 and Microsoft Office applications.
• SC5: Demonstrated ability to work collaboratively and independently, exercise sound judgement, maintain confidentiality and contribute positively to an efficient and supportive team environment.

Responsibilities

• Provide a welcoming, professional and friendly reception service to students, families, staff, visitors and external stakeholders.
• Respond to incoming telephone calls, emails and general enquiries in a timely manner.
• Provide accurate information regarding College processes, procedures, activities and general enquiries.
• Visitor and contractor sign-in and sign-out processes using SAM4Schools, ensuring relevant Working with Children Check (WWCC), VIT registration and other required checks are completed in accordance with College procedures.
• Receive, record and distribute incoming mail, deliveries and parcels.
• Maintain a clean, organised and professional reception area.
• Process late arrivals, early departures and student sign-in and sign-out records.
• Monitor and respond to the College's general email inbox, directing correspondence to the appropriate staff members.
• Coordinate the preparation, compilation and distribution of the College newsletter, including liaising with staff to obtain content.
• Prepare and publish routine College communications, notices and Compass News Feed updates as directed.
• Maintain staff contact lists, telephone extension information, internal directories and staff pigeonhole labels.
• Assist with ordering and maintaining administration stationery, office supplies and photocopy paper.
• Provide administrative assistance to other members of the Administration Team during periods of increased workload or staff absence.
• Support the efficient day-to-day operation of the College office and contribute to improvements in routine administrative processes.
• Receive and process over-the-counter parent payments, including EFTPOS and other approved payment methods, in accordance with College financial procedures.
• Assist with processing Camps, Sports and Excursions Fund (CSEF) applications and maintaining relevant records.
• Process State Schools’ Relief uniform applications, including Foundation and Year 7 uniform packages.
• Coordinate routine administrative arrangements for school photographs, including bookings, scheduling, communication and distribution of information.
• Assist with first aid duties during designated rostered periods or in the absence of the First Aid Officer, subject to appropriate training and certification.
• Undertake other duties consistent with the classification and responsibilities of the position, as directed by the Principal or Business Manager.

Job description

Job Description

Selection Criteria

SC1: Demonstrated ability to provide professional, friendly and responsive customer service to students, families, staff and visitors.

SC2: Demonstrated effective written and verbal communication skills, with the ability to communicate clearly and professionally.

SC3: Demonstrated strong organisational skills, with the ability to show initiative, manage competing priorities and maintain accuracy in a busy and fast-paced environment.

SC4: Demonstrated proficiency in administrative processes and school management systems, including Compass, CASES21 and Microsoft Office applications.

SC5: Demonstrated ability to work collaboratively and independently, exercise sound judgement, maintain confidentiality and contribute positively to an efficient and supportive team environment.

Role

Dohertys Creek P-9 College is seeking an organised, approachable and highly motivated Administration Officer (Reception) to join our Administration Team.

The Administration Officer plays an important role in providing a welcoming, professional and supportive front office environment for students, families, staff and visitors.

As one of the first points of contact for the College, the successful applicant will demonstrate strong communication skills, excellent customer service and the ability to manage competing priorities in a busy school environment.

The position is responsible for coordinating routine front reception operations, maintaining accurate student and administrative records, supporting College communications and assisting with a range of administrative processes.

The successful applicant will work collaboratively with the Administration Team, Business Manager and College staff to ensure efficient, consistent and responsive administrative services.

Confidentiality, attention to detail, initiative and a commitment to positive relationships with the College community are essential.

Responsibilities

• Provide a welcoming, professional and friendly reception service to students, families, staff, visitors and external stakeholders.
• Respond to incoming telephone calls, emails and general enquiries in a timely manner.
• Provide accurate information regarding College processes, procedures, activities and general enquiries.
• Visitor and contractor sign-in and sign-out processes using SAM4Schools, ensuring relevant Working with Children Check (WWCC), VIT registration and other required checks are completed in accordance with College procedures.
• Receive, record and distribute incoming mail, deliveries and parcels.
• Maintain a clean, organised and professional reception area.
• Process late arrivals, early departures and student sign-in and sign-out records.
• Monitor and respond to the College's general email inbox, directing correspondence to the appropriate staff members.
• Coordinate the preparation, compilation and distribution of the College newsletter, including liaising with staff to obtain content.
• Prepare and publish routine College communications, notices and Compass News Feed updates as directed.
• Maintain staff contact lists, telephone extension information, internal directories and staff pigeonhole labels.
• Assist with ordering and maintaining administration stationery, office supplies and photocopy paper.
• Provide administrative assistance to other members of the Administration Team during periods of increased workload or staff absence.
• Support the efficient day-to-day operation of the College office and contribute to improvements in routine administrative processes.
• Receive and process over-the-counter parent payments, including EFTPOS and other approved payment methods, in accordance with College financial procedures.
• Assist with processing Camps, Sports and Excursions Fund (CSEF) applications and maintaining relevant records.
• Process State Schools’ Relief uniform applications, including Foundation and Year 7 uniform packages.
• Coordinate routine administrative arrangements for school photographs, including bookings, scheduling, communication and distribution of information.
• Assist with first aid duties during designated rostered periods or in the absence of the First Aid Officer, subject to appropriate training and certification.
• Undertake other duties consistent with the classification and responsibilities of the position, as directed by the Principal or Business Manager.

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 [e-mail]

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

Location Profile

Dohertys Creek P-9 College is a dynamic and innovative school with a wonderfully diverse school community. Our school is built on a foundation of inclusivity and strong relationships. Our pedagogy is inquiry based and we work hard to ensure that all children are safe, cared for and taught at their point of need. Our college is committed to developing strong partnerships with the community and is complemented by our active onsite Community Hub. Our motto is Balit Yirramboi meaning ¿Strong Tomorrow¿. We firmly believe it takes a village to raise a child.

Our school is built on Bunurong land and is located at 60 Elmhurst Rd, Truganina. At DCC we acknowledge the Bunurong people and how they have cared for the land we learn and play on. We respect their commitment to community and strive to build this commitment within our school. We acknowledge that sovereignty was never ceded and that it is and always will be Aboriginal land.

Built in 2019, we have a beautiful school environment with Wirrigirri, our Administration/Library building as our centre, Djirri Djirri, our purpose building gymnasium, Bulen Bulen, our performing arts space and fantastic classroom spaces in Waa, Wadjil, Marram and Barraimal. Our playground spaces have been designed with input from the students; we have a fruit orchard in its infancy and a beautiful piano which can be heard being played during break times.

We have a strong social and emotional curriculum which supports our inclusive and relationship-based philosophy. We also teach Mandarin, Physical Education, Visual Art and Performing Arts. There is support and coaching for teachers at all levels of experience from PTT, graduates to highly experienced teachers as we are always looking to improve. Collaboration is a cornerstone of our practice.

Vision

Our vision is to inspire and empower thinkers. We will create authentic relationships to enable successful living and wellbeing. We will become a recognized centre of educational excellence and inclusion.

Mission

Dohertys Creek P-9 College promotes and values academic excellence. We will provide a balanced and high-quality personalised curriculum with a strong focus on student wellbeing. We will deliver a stimulating, nurturing environment and challenge all students to attain their highest potential both academically, socially, creatively and physically.

Values

We are a school culture and community of people who are inspiring, accepting and nonjudgmental.

Our values are Respect, Kindness, Learning, Teamwork and Integrity.