Daily Organiser / Administration

Department of Education Victoria; City of Greater Geelong; On-site; AUD 60,000 - 80,000; Full time

Job summary

Ocean Grove Primary School invites applications for a school administration role based at the front office. You will coordinate daily operations, staff leave, and support with excursions, camps and events while maintaining strong communication with teachers, families and CRT providers.

The role emphasizes independent work within a collaborative team, involves first aid tasks, and requires working with school systems like Sentral and CASES21.

Qualifications

• No formal qualification required for the role.
• Satisfactory Working with Children Check is required.
• Satisfactory Criminal Records Check is required.
• Level 2 First Aid is desirable/required.

Responsibilities

• Support day-to-day school organisation and front-office duties.
• Coordinate excursions, camps and other activities.
• Oversee school-level payroll for relief staff and related admin tasks.
• Manage and update staff leave in Sentral and liaise with leadership.
• Induct and brief agency CRTs on school processes and policies.

Skills

High-level organisation

Communication

Interpersonal skills

Independent working

Problem solving

Education

No formal qualification required

Working with Children Check

Criminal Records Check

Level 2 First Aid

Tools

eduPay

CASES21

School administration system

Job description

Department of Education Victoria – Bellarine VIC

3d ago , from Department of Education & Training Victoria

Ocean Grove Primary School is situated in central Ocean Grove on the Bellarine Peninsula and has provided quality education for our community's children since 1891. Established grounds provided a treed environment for outdoor programs whilst our proximity to the foreshore, shops and community facilities provides ample opportunity for local community interaction. Our current enrolment of 600 students enables us to provide specialist teaching in areas of Performing and Visual Arts, Physical Recreation, STEM and Library. The school has a caring atmosphere, a balanced staff and prides itself on the active involvement of parents and community in the many facets of school life, both in and out of the classroom.

Ocean Grove Primary School continues to provide a comprehensive curriculum underpinned by a strong link between technology and teaching and learning. The curriculum includes a range of specialist programs, interventions and extension programs and informed up to date research projects.

Ocean Grove Primary School staff show a strong commitment to a culture of ongoing and continuous improvement, in particular in professional learning, peer coaching and performance and development.

School Council actively promotes the development of new initiatives to improve and enhance learning and teaching. Many extra curricula programs are available due to the support from parents and the wider community, allowing students greater choices in their learning.

Selection Criteria

1. Demonstrated High-Level Organisational and Time Management Skills

Demonstrated highly developed organisation skills and the ability to effectively manage multiple priorities and with strong attention to detail and the ability to adapt to changing circumstances.

2. Communication and Interpersonal Skills

Demonstrated ability to communicate effectively and the proven capacity to build positive professional relationships with staff, parents and students.

3. ICT and Systems Proficiency

Demonstrated experience using eduPay, Microsoft Office applications, CASES21 and the school administration system.

4. Ability to Work Independently and as Part of a Team

Demonstrated ability to take initiative, exercise sound judgement, and work independently while contributing positively to a collaborative team environment.

5. Demonstrated Capacity to Exercise Sound Judgement and Problem-Solving Skills

Demonstrated ability to analyse situations, identify priorities, and make informed decisions. Experienced in responding to unexpected operational challenges while maintaining a calm and professional approach. Proven capacity to develop practical solutions, anticipate potential issues, and ensure the smooth and efficient operation of daily school activities with minimal disruption to student learning.

Role

While the role requires working independently at times, the school’s administration environment is highly collaborative and team-focused.

The key responsibilities of the role include supporting the day-to-day organisation of the school, as well as coordinating excursions, camps and other activities. Based in the front office, the role also includes reception and general administration duties, providing an important point of contact for students, families, staff and visitors.

Daily Organisation

• Read and respond to communication from staff and CRT providers.
• Ensure all classes, yard duties and events are appropriately covered by CRTs or staff.
• Contact, book and coordinate CRTs.
• Update Sentral with teaching staff leave.
• Liaise with the Assistant Principal on daily changes and staffing changes.
• Maintain a bank of CRTs and liaise with the Assistant Principal and/or Business Manager around CRT employment.
• Maintain and follow-up the daily organisation diary to ensure significant impactful events on the school can be managed with available staff.
• Use approved leave information to plan, determine and track CRT coverage needed.
• Develop and maintain CRT induction folders.
• Induct and brief agency CRTs on school processes and policies.
• Liaise with teachers to assist with work required for replacement classes.
• Report to the Assistant Principal when work has not been left for planned absences.

School Level Payroll

• Onboarding of casual staff including all required checks and documentation
• All functions of school level payroll, including DE requirements
• Uploading SLP fortnightly

Excursions/Camps/Activities Organisation

• Liaise with teachers to ensure excursions, camps and other activities/events are organised as per DE and OGPS processes and policies including risk assessments, Student Activity Locator entries and Agreements checked by the Legal Department.
• Oversee the effective running of events including student attendees, non-attendees and staffing.
• Complete Administrative tasks associated with whole school events as required by the Principal team, including but not limited to assemblies and information nights.
• With the Business Manager prepare costs for camps and assist teachers with costings for other excursions/events/activities.
• Prepare Sentral information and notifications to staff regarding students requiring permission to attend camps/excursions etc.
• Follow up payments for camps and excursions before students attend
• Ensure the DE medical forms, first aid requirements, medication and other information needed is provided to staff

Family Financial

• Financial assistance (including receipting, CSEF, BPAY, CentrePay) when needed
• Termly checking of family statements and sending them to families
• Charges removed and entered into Sentral

Other Administration and first aid tasks

Responsibilities

This position is responsible for the daily organisation, assisting staff with camps, excursions and activities coordination, School Level Payroll for relief staff, monitoring family statements and general administration, first aid and reception duties.

Daily organisation tasks completed outside of normal working hours will be compensated with reduced hours onsite, this is negotiable.

Qualifications:

• No formal qualification is required
• Satisfactory Working with Children Check
• Satisfactory Criminal Records Check
• Level 2 First Aid

Personal Qualities

• Ability to multi-task
• Organisational and time management skills
• Strong work ethic
• Good communication skills ¿ verbal, written, ICT.
• Good interpersonal skills
• A committed, well presented professional
• An ability to work with others as a part of a team
• An ability to work independently
• Honest, trustworthy and respectful of privacy

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 (seeWorkplace 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 http://www.education.vic.gov.au/hrweb/Pages/default.aspx

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