Administration Officer - Reception / Student Admin / Finance Support

Government Schools; Warrnambool; On-site; AUD 50,000 - 60,000; Full time

Job summary

Warrnambool East Primary School in Victoria seeks an Education Support Class employee to assist in delivering educational services to students under supervision and direction. The role may involve coordinating other support staff and supporting teachers within a defined educational program.

Applicants should meet the posted criteria, including teamwork, communication and basic technical knowledge, with a focus on data maintenance and health and wellbeing support where needed.

Qualifications

• Demonstrated ability to work within established guidelines and frameworks.
• Ability to collaborate effectively in a team environment.
• Strong oral and written communication skills.
• Relevant technical knowledge for the position.
• Capacity to advise management and staff within the work area.
• Commitment to ongoing professional learning and growth.

Responsibilities

• Provide routine clerical or administrative support (front office, mail, stock control).
• Maintain and retrieve data in school IT systems and records.
• Update office records, enrolment data, and diaries.
• Prepare standard internal/external communications per procedures.
• Source data to support school administrative functions.
• Coordinate delivery of administrative services within the school.
• Assist in setting work priorities with school leadership.
• Support requisitioning, purchasing, and issuing procedures.
• Manage client reception and office operations.
• Coordinate staff timetabling and first aid duties where applicable.

Skills

Guidelines compliance

Team collaboration

Communication skills

Technical knowledge

Advisory support

Professional learning and growth

Education

Qualifications up to 3 years

Job description

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. SC5 Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area. SC6 A commitment to professional learning and growth for both self and others.

Role

The commencement date may be negotiable, depending on the successful applicant’s circumstances. 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.
• Supervised health and wellbeing support tasks, medical intervention support tasks, or other specialised student/teacher support roles (e.g. enrolled nurses performing the role as described in schedule 3). These roles require specific qualifications and/or training, including roles where further training must be undertaken from time to time.
• 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, 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, enrolment data, diary records, and basic written records
• 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
• Coordinate staff timetabling
• Undertakes VASS and/or VET administration support
• 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).

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

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

Warrnambool East Primary School is uniquely located behind the sand dunes in the coastal regional city of Warrnambool. We are a vibrant and inclusive school community committed to supporting every student to thrive academically, socially and emotionally. We believe student wellbeing is fundamental to learning success and work to ensure all students have the opportunity to develop the skills, knowledge and attributes needed for healthy, happy and successful lives. Our school culture is underpinned by THRIVE, our wellbeing framework incorporating Positive Education, Nurture Principles, Zones of Regulation and the Respectful Relationships curriculum. As a School-Wide Positive Behaviour Support (SWPBS) school, we explicitly teach and reinforce positive behaviours that promote safety, respect, learning and wellbeing. Together with our core values¿Be Respectful, Be Safe, Be a Learner and Be Kind¿these approaches create a safe, inclusive and supportive environment where students, staff and families feel valued, connected and empowered to succeed. We are committed to high-quality teaching and learning, with a strong focus on Literacy, Numeracy and the development of learner dispositions and character strengths. Staff work collaboratively within a Professional Learning Community framework, using evidence-informed practices, data and targeted teaching to support and extend every learner. We maintain high expectations while ensuring students receive the adjustments and support they need to achieve success. Our diverse student population includes students from culturally and linguistically diverse backgrounds, Aboriginal and Torres Strait Islander students, and students with additional learning needs. Inclusion, wellbeing and strong family partnerships are central to our work, and from 2026 the school will transition to the Disability Inclusion Profile framework. Students benefit from a rich curriculum that includes Inquiry Learning, music programs, choir and bands, sport, camps, excursions, sustainability initiatives and strong partnerships with Deakin University. These opportunities help develop confident, resilient, creative and curious learners who are prepared to contribute positively to their communities. Warrnambool East Primary School is recognised for its innovative wellbeing and learning programs, receiving both regional and state awards for excellence. Strong partnerships with families, community groups and local organisations enrich learning opportunities and contribute to our strong sense of belonging and community pride. We are equally proud of our positive and supportive staff culture. Collegiality, teamwork and mutual respect are highly valued, and staff are encouraged to collaborate, innovate and continually develop their professional practice. We recognise that staff wellbeing is essential to student success and are committed to fostering a workplace where people feel valued, supported and connected through a shared commitment to improving outcomes for all students