Daily Organiser/ Timetabler/ PCT Support and Administration

Department of Education Victoria; Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Kurunjang Primary School in Victoria is seeking a Daily Organiser/Timetabler with PCT support and administration responsibilities. You will coordinate daily school administration, staff coverage, timetabling, and liaison with event organisers and the business manager.

The role requires proficient use of CASES21, Microsoft Excel, Timetabling Solutions, and Compass, along with strong organisational and communication skills to support executives and teach staff.

Qualifications

• Demonstrated capacity to effectively coordinate administrative demands of the role.
• High level organisational, oral and written communication skills.
• Ability to use Cases21, Excel, Timetabling Solutions and Compass for timetable coordination.
• Provide advice and reports to executive team, including financial/admin information.
• Commitment to ongoing professional learning and growth.

Responsibilities

• Manage daily school organisation and staffing coverage.
• Coordinate staff timetabling and events in partnership with the Business Manager.
• Prepare administrative reports for Principal Team and leadership.
• Maintain student/staff data in school IT systems and CASES21/Compass.
• Support school events, procurement, and office operations.

Skills

Coordination

Organisational skills

Written & verbal communication

Relationship building

Tools

Cases21

Microsoft Excel

Timetabling Solutions

Compass

Job description

Daily Organiser/ Timetabler/ PCT Support and Administration

1d ago , from Department of Education & Training Victoria

Kurunjang Primary School was opened in 1989 and is located 35 kilometers northwest of Melbourne, in the northern area of Melton, in the Kurunjang estate, adjacent to Kurunjang Secondary College.

The schools strategic direction was centered on improving student outcomes in literacy and numeracy; improving students confidence and engagement in learning and their connectedness with their peers, their teachers, the school and the community. We focused on establishing a safe, calm and orderly learning environment; and maximizing all aspects of school operations resource allocations to achieve the best possible outcomes for students.

Our prioritized initiatives within the Framework for Improving Student Outcomes (FISO 2.0) are Building Leadership Teams, Building Practice Excellence, Curriculum Planning and Assessment, and Setting Expectations and Promoting Inclusion.

The leadership structure in 2024 consisted of a substantive Principal and two substantive Assistant Principals: one overseeing Years F-2 / Wellbeing, and the other managing Years 3-6 / Teaching and Learning.

The school also had five Leading Teachers (DI, Engagement, Numeracy, Literacy, EAL), two Learning Specialists focusing on Inquiry and ICT, alongside a team of classroom teachers and Education Support staff.

In 2025, the school was home to 26 classes. The specialist curriculum offerings included Physical Education, Visual and Performing Arts, Science, Kitchen Garden, and Auslan (as the Language Other Than English). Each classroom, as well as specialist areas, were equipped with Apple TVs and iPads, facilitating the seamless integration of eLearning within the curriculum rather than treating it as a stand alone resource.

School Facilities also include a visual arts and music rooms, and library. The Out of School Hours (OSH Club) program is situated in a single room in the main building with secure access for caregivers and operates both a before and after school program. All classrooms and learning spaces are well equipped and have heating and air conditioning.

School has extensive play spaces for the students including an external oval, synthetic turf athletic track and soccer field, hard court areas, playgrounds and sandpits (Foundation, Year 1, Year 2, 3/4 and 5/6) and a double basketball court. The well landscaped, maintained and resourced grounds provide a most attractive school environment well suited to recreation, developmental play and outdoor learning and leadership.

Selection Criteria

SC1 Demonstrated capacity to effectively coordinate the administrative demands associated with the role of Daily Organiser.

SC2 Demonstrated high level organisational, oral and written communication skills and the ability to build and maintain effective relationships with staff and students.

SC3 Demonstrated capacity to utilise programs such as Cases21, Microsoft Excel, Timetabling Solutions and Compass to coordinate the effective delivery of the schools learning program.

SC4 Demonstrated capacity to provide advice and support to management including providing financial and administrative reports to the executive team.

SC5 Demonstrated commitment to professional learning and growth for both self and others.

Role

This position may require up to 10 days attendance during the vacation period.

Working hours for this position 6.30am to 2.06

Range 3 is distinguished by the introduction of management responsibility and accountability for the delivery of professional support services. The role will usually impact beyond the work area or professional field. It seeks to gain cooperation of other staff members or members of the school community to achieve specific objectives, such as in school administration, operations or educational programs.

Direction on targets and goals is provided but the position will have some degree of latitude in determining how they are achieved. This latitude will generally be limited by standard procedures and school policy. Deviation from standard procedures and school policy will require guidance and direction from senior management.

The provision of business management responsibilities becomes a feature at range 3. Management of staff to achieve the expected outcomes is a key responsibility. Staff management issues will be resolved with minimal reference to senior management, although guidance will be required in more complex cases. Senior management will be provided with timely reports and advice, although this will generally be confined to matters relating to the immediate work area, service provision or educational program and is unlikely to impact substantially on whole of school operations.

This is the minimum range for positions that carry a mandatory qualification requirement of not less than four years. Professional student support positions become a feature at range 3 (e.g. therapists, psychologists) where standard professional services are delivered. Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from senior management.

An education support class position supports the educational services being provided to students, but must not include duties of teaching as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students cannot be required except where it is an integral part of the employees position or involves supervision of students individually or in small groups, in controlled circumstances where responsibility for the students remains clearly with the teacher.

Responsibilities

Daily Organiser/Timetabler Responsibilities including PCT Administration

• Manage and be responsible for the daily organisation of the school.
• Coordinate as required Daily Organisation of the school's activities including replacement or covering of staff and ensuring that all classes and yard duties are covered.
• Liaising with event organisers regarding the staffing of excursions, incursions, camps, professional learning seminars and other school activities.
• Source Casual Relief Teachers (CRTs) and replacement ES staff when required and liaise with the Business Manager regarding relevant HR, budgetary and procurement requirements.
• Maintain an accurate record of the Daily Organisation and of extras and replacements taken by teachers and generate reports for the Principal Team as requested.
• Liaise with the Principal team when Daily Org/staffing issues arise.
• Update and maintain information on our student management systems (Compass, CASES21) and other related programs.
• Coordinate staff timetabling
• Provide a range of administrative support functions for the Business Manager and the Principal team which may include but not be limited to providing Principal Class support, assisting in the preparation for School Council and Finance meetings, Edusafe Plus administration, contractor management in Compass and procurement administration.
• Support the administration of School Local Payroll in conjunction with the Business Manager.
• Provide required level of administrative support for school events, functions and projects.

Administration Support 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
• Supports the first aide facilities and assist 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) 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

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 https://www2.education.vic.gov.au/pal