Administration Support - House Administration Officer

Victorian Government; Melbourne; On-site; AUD 60,000 - 70,000; Full time

Job summary

Hampton Park Secondary College in Melbourne's southeast is seeking a House Administration Assistant to provide administrative support to the House Team and ensure smooth operations of the House Office.

The role encompasses student records, attendance, fleet of tasks, coordination of events, and collaboration with staff, with opportunities for professional development and flexible arrangements.

Qualifications

• Demonstrated capacity to work and collaborate with others in a team environment.
• Demonstrated capacity to communicate effectively in a team environment, including high level oral and written communication skills.
• Possess the technical knowledge and expertise relevant to the position.
• Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area.
• A commitment to professional learning and growth for both self and others.

Responsibilities

• The purpose of the role of House Administration Assistant is to provide administrative support to the House Team to ensure the House Office operates in an effective and accountable manner.
• As the initial representative for the House Office, the person in this role must be pleasant and professional when working with parents, caregivers, students, staff and the wider community.
• Key responsibilities include House School Reception, House Office Responsibilities, Student Administration and related tasks as outlined in the advertisement.
• Attend and participate in team meetings and undertake other duties related to the role as directed.
• Ensure attendance reporting, data maintenance and routine administrative duties are carried out in accordance with school policies.

Skills

Teamwork

Communication

Technical knowledge

Advising

Professional learning

Education

Education-related qualifications

Job description

Occupation: Administration

Location: Melbourne - Southern suburbs

Reference: 1548230

Location Profile

Hampton Park Secondary College is a large multi-cultural learning community situated in southeast Metropolitan Melbourne.We currently have over 1200 students, from over 60 cultural backgrounds. We have approximately 190 staff, comprising of Teaching and Educational Support staff.At Hampton Park Secondary College, we are rich in diversity and, by empowering and engaging students, wholehearted in our pursuit of excellence.Our vision of learning is underpinned by our values of Respect, Learning and Working Together.Through our values, we hope that our students manifest the qualities of understanding the world with a global view, engaging in life-long learning, and always being critical and creative problem solvers.Hampton Park Secondary College is committed to providing education that is both student-centred and focused upon personalised learning experiences.Several years ago, we redesigned our learning program to enable students to excel through a researched based, future focused model of student empowerment.

In 2022, we made structural changes to our Sub Schools.Following extensive collaboration and consultation with students and staff, our new House System was launched. Students and staff are now aligned with one of our four Houses:Hollows, Freeman, Mabo, and Walton.Each House comprises of students from Years 7-12 and includes staff from a range of positions and teaching areas.Our new House System has already created a stronger sense of connection amongst both staff and students, and we see Houses as being a powerful way to enhance student engagement and sense of belonging.

At Hampton Park Secondary College, we are deeply committed to improving student learning outcomes and supporting the wellbeing of our students.Building upon our already extensive and intensive interventions that sit within our MTSS Framework, we have bolstered and extended these supports through refining our Literacy and Numeracy programs. As always, the programs for our at-risk students are mirrored by the opportunities offered to our High Ability students.

Selection Criteria

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 technicalknowledge 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

A full-time employee is entitled to 152 hours (20 days) annual leave in respect of each twelve months of service and accrues progressively during a year of service according to the employee's ordinary hours of work.Part-time employees receive annual leave entitlements on a pro rata basis calculated according to the time fraction worked.

Additional paid leave - education support class

A full-time education support class employee is entitled to 228 hours (30 days) additional paid leave in respect of each calendar year. Part-time employees receive additional paid leave entitlements on a pro rata basis calculated according to the time fraction worked.

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

Responsibilities

Role Purpose

The purpose of the role of House Administration Assistant is the provision of administrative support to the House Team to ensure the House Office operates in an effective and accountable manner.

As the initial representative for the House Office, the person in this role must at all times be pleasant and professional in working with parents/caregivers, students, staff and the wider community. Absence reporting and monitoring becomes a major priorityalong with the maintenance of current student data,files and documentation.

Hampton Park Secondary College School Council and Staff are committed to and promote the safety, inclusion and wellbeing of all young people. There is an expectation that the person in this position undertakes their role with the same commitment.

Key Responsibility Areas

1.House School Reception

Welcoming all new students to the House, ensuring smooth induction. In the event that House SELs are unavailable, conduct the induction for new students / enrolments

Ensure House Office reception environment is well presented and welcoming

Maintain a constant presence in the House Office, providing a courteous service to students, staff and parents/caregivers and referral of all issues to the relevant staff

Answering and forwarding all phone calls, emails and messages appropriately

Collection of students from classes for early pickup

2.House Office Responsibilities

Management and coordination of daily laptop loans to students

Provide administrative support to the House Office

Use the College calendar / Compass / Teams to record and monitor all upcoming activities / events

Maintain student files

Maintain a daily record of detentions

Preparation of suspension documentation

Updating House Handbook, House filing, photocopying and distribution of information as directed

Preparation of State Schools Relief vouchers

Cross check information with the Main Office when requested / required

Prepare and maintain House locker lists, including master lock combination list

Signing in students who are late to school

Printing and distribution of student timetables and locks at the beginning of each year

Support regular audits on lockers / allocations to ensure the students are using the correct lockers and the lockers are being maintained appropriately

3.Student Administration

Maintain student records and notify House staff accordingly

Advise the Front Office of any exits that arise to ensure accurate Census data

Provide NAPLAN and ACER testing logistics support and liaising with Maintenance staff to assist with room setups and furniture requirements

Provide administrative support for the College Photo Day to the relevant leadership team member

Provide administrative support for Student Led Conferences including, where possible participating in the event by providing a reception / contact point to welcome families and students

Contacting families regarding participation and completion of parent surveys

Arrange distribution of school photos, uniform passes, ID cards and SSR uniforms

Undertake administrative duties, ensuring the smooth operation of the House Office

Prepare and email daily attendance reports to SELs, including regular follow up. Update SELs on attendance trends, weekly absence letters and any other significant emerging issues

Follow up with Parents / Caregivers on unapproved student non-attendance via daily phone calls, texts and / or emails

Assist Parents / Caregivers in the use of Compass, booking Student Led Conferences and accessing student reports as required

Prepare documents for special events and communicate event details to families

Collection of money during free dress days from students who arrive late to school

Physically confirm students¿ attendance / absence within a specific class when a roll discrepancy or error occurs

Complete the attendance spreadsheet daily and send to Attendance Officer / SELs / HOH / AP weekly

Complete the redemption of hours spreadsheet daily for all senior students Years 10 to 12

5.Other Duties

Attend and participate in team meetings

Fire evacuation responsibilities ¿ take emergency cart and mobile phone from the House Office, hand out emergency rolls to Mentor teachers, as well as Mentor Group signs, collect emergency rolls and return these to the Admin / Command desk area and assist the House Leader / Assistant Principal to oversee the House area

Undertake other duties related to the role as directed

Participate in professional development and training to maintain the expected level of knowledge of current and best practice in the major areas of responsibility associated with the role

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:

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:

Accountability, Authority and Decision Making

Works under supervision general educational programs and protocols

Undertakes routine tasks in providing support for House Administration and students

Procedures and duties are well understood and clearly documented

Maintains confidentiality of privileged information, to which he/she is privy by virtue of the role

Maintains highly effective and positive working relationship with all staff

Proactively demonstrates College values in daily work and interactions with students and colleagues

Comply with all OH & S policies and practices in relation to the role

Other Relevant Information

Valid Working with Children Check Card (WWCC)

National Police Record Check

Comply with the College Child Safety Code

Current First Aid Certificate

Relevant administrative skills, qualifications and/or experience would be highly regarded

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

Applications close Tuesday 27 October 2026 at 11.59pm