Administration Support and Communication Assistant - ES1-2

Department of Education Victoria; Melbourne; On-site; AUD 60,000 - 75,000; Full time

Job summary

East Doncaster Secondary College, a large Victorian government school, seeks an Administration Support and Communication Assistant to enhance school operations and family engagement. The role supports administration, communications, and finance tasks under the supervision of the Business Manager, contributing to a positive education environment for students.

The successful candidate will coordinate with teachers, families and community partners, deliver timely administrative services, and help

Qualifications

• Excellent communication skills.
• Strong community engagement and public relations abilities.
• Strong interpersonal and teamwork skills.
• Proficient administration and time management.

Responsibilities

• Support the College community to improve socio-emotional health and educational outcomes.
• Coordinate and manage administrative tasks for the Business Manager.
• Foster engagement with families, external community agencies and stakeholders.
• Produce the College Newsletter and manage Compass feeds.
• Assist with enrolment data entry and census preparation.
• Handle Sick Bay relief and First Aid duties (Level 2).

Skills

Excellent communication skills

Public relations

Interpersonal skills

Administration and time management

Self-motivated

Collaborative with stakeholders

Adaptability

First Aid Level 2

Child Safe Standards compliance

Education

Certificate in Administration

Job description

Administration Support and Communication Assistant - ES1-2

Department of Education Victoria – Doncaster VIC

18h ago , from Department of Education & Training Victoria

East Doncaster Secondary College, situated in the eastern suburbs of Melbourne, is a large, co-educational school with a focus on high academic achievement, excellence in teaching and learning and student connectedness and wellbeing.

The College has an enrolment of approximately 2300 students and 223 teaching and education support staff.

As a College, we strive to develop passionate lifelong learners who are creative and critical thinkers with the confidence and resilience to thrive in the global community. We want students to experience a sense of achievement and growth in their academic, personal, social and emotional development. The College values of curiosity, excellence, fairness, respect, resilience, teamwork and care and compassion reflect these desired outcomes.

We have high expectations that our students will commit to being supportive of each other as they strive for success as learners. Our catch phrase for learning is Creating a Culture of Curiosity. We strive to ensure that there is a focus on learning improvement for every student.As a result, our student achievement data is excellent across a range of data sets and year levels.

Diversity adds to the richness and quality of the students educational experience at East Doncaster Secondary College. We are proudly multicultural across more than 50 nationalities, with a strong and established International Student Program.

The College offers an array of alternative pathway options to enable greater flexibility in our ability to cater for individual needs. Students have access to external VET provision and a high quality Vocational Major VCE pathway.

At East Doncaster Secondary College, we are committed to child safety. We strive to ensure that our students are safe, happy and empowered.Through a holistic approach to wellbeing, the College offer an extensive overlay program, Positive Futures, as a means of visibly addressing the social and emotional needs of our students in a multi-dimensional and integrated approach.

As a high performing school, East Doncaster Secondary College prides itself on the creation of a learning environment where student academic, sporting, music and achievements in the arts are recognised and celebrated. Underlying the focus on excellence is the recognition that such outcomes can best be achieved in an environment where students are happy, healthy and connected.

Copies of the School Strategic Plan, Annual Implementation Plan and School Policies can be accessed via the school website www.eastdonsc.vic.edu.au

For information regarding East Doncaster Secondary College Child Safety Standards and practices, including Code of Conduct please go to https://www.eastdonsc.vic.edu.au/our-college/documents-policies-reports/

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

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. The role is for a specific purpose, for which there will be direct accountability as opposed to support roles that are carried out by a range of staff performing routine tasks under direction.
• 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

The Administration Support and Communication Assistant, (including General Administration and Finance Support), will contribute to building a vibrant, tolerant and harmonious school community. This staff member will support the College community to develop approaches which improve both socio-emotional health and educational outcomes for our students.

The successful applicant will be responsible for a varied range of tasks that will facilitate and improve engagement between students, families, external community agencies and the College. The Administration Support and Communication Assistant will act as a conduit between the College and all facets of the local community, continuing to strengthen existing relationships and develop new partnerships. This staff member will also engage in General Administration and Finance Support roles for the College and engage in administrative tasks as required by the Business Manager.

About You:

• Excellent communication skills
• Good community engagement skills/ Strong public relation skills
• Strong interpersonal skills
• Proficient administration and time management skills.
• Self-motivated
• Ability to work collaboratively and engage with internal and external stakeholders, communicate effectively with a broad range of people and manage your time and work priorities.
• Flexibility and ability to adapt to changing priorities as required.
• Ability to foster a deep appreciation for and promote the College values.
• First Aid ¿ Level 2
• Follow Child Safe Standards and Mandatory Reporting procedures.

Responsibilities (as listed below but not limited to)

The successful candidate will actively engage in providing:

Parental/family supports including:

• Communicating with parents, carers and students.
• Parent/carer liaison for events such as Open Night, Parent Student Teacher Conferences, Presentation Night.
• Supporting parental engagement activities to build stronger connections and to create a welcoming and inclusive school environment.
• Communicating with parents to ensure that student information and documentation is valid and up to date. Update enrolment information in preparation for census (twice yearly census).
• Reaching out to parents on behalf of the Principal and Assistant Principals by sending year level emails.
• Distribution of the annual Parent Survey
• Parents and Friends Association contact

Student supports including:

• Communicate with families whose child comes from an EAL background to compile required DE documentation and maintain EAL database for the EAL Leading Domain Leader.
• Communicate with families following enrolment at the College to monitor the transition process.
• Liaise with the College Enrolment Office, Leading Teacher - Student Voice and Community Engagement, Year Level Coordinators and Wellbeing Coordinators.
• Prepare Anaphylaxis photo board as required.
• Administrative assistance with Student Surveys.
• Daily Sick Bay lunch break cover. Please Note - This role includes 30 minutes per day (Monday to Friday) of Sick Bay lunch relief cover from 12.00pm to 12.30pm. First Aid Level 2 required. A special additional payment will be provided for this duty.

Community outreach, including:

• Creating new or improved partnerships with community organisations, through communication with local community networks and forums.
• Responding to incoming community related emails
• Liaise with community organisations
• Applying for community-based grants
• Maintain the College Alumni database

Administration Support:

• Producing the College Newsletter(fortnightly)
• Producing College News feeds (Compass)
• Provide administrative support to the management of the College online social media footprint (fortnightly)
• Monitor Compass News feed formatting (weekly)
• Update and maintain Compass Custom Flags as required
• Providing duplicate academic reports and NAPLAN results upon request
• Current and former student certification letters
• Enrolment/Transition administration support and enrolment data entry (during transition period T3/T4)
• Update Student/Family enrolment information on Cases21 as required
• ALPHA application result mailout
• Follow up student visa expiry dates ¿ ensuring all students have a valid/current visa and are eligible to attend school (once per term)
• Follow up Access Restrictions, Parent and Family Orders (once per term)
• VASS Data Entry ¿ administration support by entering results on to VASS system as required
• Assist with Exam preparation and set up
• Careers Action Plans and Morrisby Reports¿ upload to Compass
• Assist with College Events/Activities (e.g. Immunisation program day/Careers Expo etc.)
• Update College Maps
• Annual Presentation Night ¿ administration support
• Undertake other administrative duties as required by the Principal

Finance Support:

• Credit Card reconciliation batches.
• Undertake other administrative duties as required by the Principal/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*******@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

Be careful - Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad .