ES1-3 Personal Assistant & Communications Officer

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

Job summary

Warrnambool College in Warrnambool, VIC, is seeking an ES1-3 Personal Assistant & Communications Officer. The role provides administrative support to the Principal and leadership team, coordinates school events, and manages communications across the college and wider community.

You will work with the Marketing and Communications team to share school news, manage calendars, and assist with public relations activities while ensuring confidentiality and efficient operations.

Qualifications

• Demonstrated administrative experience and confidence using computer systems.
• High-level interpersonal skills and ability to work with students, parents, staff and external organisations.
• Strong organizational and time management abilities.

Responsibilities

• Provide comprehensive support to the Principal and leadership team, including managing schedules and meetings.
• Coordinate school events and maintain calendars to align with activities and assemblies.
• Oversee staff interviews, onboarding and distribution of documentation for committees.
• Coordinate communications and publish content for newsletters, social media and websites.
• Support contract tenders and external service arrangements as required.

Skills

Administration

Communication

Teamwork

Professional practice

Tools

Microsoft Office

Excel

Compass

Panorama

SharePoint

Job description

ES1-3 Personal Assistant & Communications Officer

Department of Education Victoria – Warrnambool VIC

1d ago , from Department of Education & Training Victoria

Warrnambool College is a vibrant learning community, where your skills and contribution can make a real difference to our students and our future.

At Warrnambool College, we achieve success through Respect, Responsibility and Resilience. These core values underpin every aspect of our school culture and guide the way we work, learn and support one another. They are reflected in 'The Warrnambool College Way', which shapes our shared expectations and approach to learning and community.

We offer a challenging and engaging curriculum, provide regular feedback to families, and foster a caring environment where students learn to support one another and the wider community.

Warrnambool College is a Years 7-12 secondary school operating across two campuses in the City of Warrnambool, serving students from the city and surrounding rural districts. The College supports a diverse student community, with approximately 120 staff across leadership, teaching, wellbeing, education support and re-engagement roles.

We provide diverse learning pathways, including the SEAL Program, Sporting Pathway Program, a broad VCE offering, and the VCE Vocational Major, enabling students to pursue pathways suited to their strengths and future goals.

We are proud of our inclusive culture, supporting all students through programs such as the Stars and Clontarf Academies for Indigenous students, Rainbow Club and our Multicultural Leadership Group. Our strong music program features orchestras, rock bands, instrumental lessons, and regular performance opportunities, while sporting academies and a wide range of extracurricular activities allow students to develop skills beyond the classroom and build strong connections with their peers.

At Warrnambool College, we value people who are committed to making a positive difference and who want to be part of a collaborative, inclusive and forward-thinking school community.

Selection Criteria

SC1 Administration and Organisation

Demonstratedcapacity and technical knowledge to perform duties consistent with this role, including the ability to manage and support others in the school with their relevant work functions.

SC2 Communication and Relationships

Demonstrated written and verbal communication skills and high-level interpersonal skills, including a capacity to develop constructive relationships with students, parents, staff and external organisations.

SC3 Teamwork and Professional Practice

Proven ability to contribute to and work both in a team environment and independently, including the ability to maintain discretion and confidentiality. Demonstrated high level organizational and time management skills and initiative.

SC4 Systems Knowledge & Professional Learning

Possess the technical knowledge and experience relevant to the position (eg. Microsoft Office, Excel, Compass, Panorama, SharePoint, Dept of Education portals). Demonstrated commitment to professional learning and growth, particularly with the adoption of new software and systems.

Role

School holiday attendance is not a requirement for this position.

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 employee's position or involves supervision of students individually or in small groups, in controlled circumstances, where the responsibility for students remains clearly with a teacher.

Responsibilities

Responsibilities include:

Administrative Support:

• Provide comprehensive support to the Principal and leadership team, including managing schedules, coordinating meetings, weekly operations correspondence.
• Collaboratively work with relevant Assistant Principal to support organisation of key school events such as whole school assemblies, Warrnambool College Day, Open Night, School Photographs, Year-Level Information Nights, Subject Expo days and end of year events/assemblies.
• Maintain College calendars to ensure alignment with school events, meetings and other activities.
• Co-ordinate and assist with the annual College Academies, working with leaders to establish each Academy and create events and excursions.
• Review and action unmarked student attendance rolls weekly.
• Review and action missed staff yard duty allocations daily.
• Oversee the scheduling and coordination of job interview panels, working with the Business Manager to ensure a seamless hiring process, including the administration of staff keys and fobs.
• Assist with the coordination of staff farewells and related arrangements.
• Ensure the staff handbook is kept up to date and communicated with staff.
• Prepare meeting agendas, attend meetings, record minutes and distribute documentation as instructed for all-staff, teaching and ES meetings and various Committees.
• Oversee the preparation, collation and distribution of School Council reports, nominations and election documentation.
• Maintain College policies, aligning them with PAL templates for presentation to School Council.
• Support Assistant Principal with the administration of NAPLAN testing procedures and VRQA assurance audits and reviews and College policies to update.
• Support the relevant Assistant Principal with the contract tendering process for external services and assist with hire arrangements of school facilities.
• Provide support and staff relief for the Front Office during periods of high demand and to cover staff leave.

Communications & Public Relations:

• Collaborate with the Marketing and Communications team to develop and execute a strategic social media plan.
• Create and publish engaging content across social media platforms and other communication channels to highlight College events, student achievements and key activities, keeping families and the wider school community informed and engaged.
• Monitor and analyse social media and marketing metrics to assess the effectiveness of communication strategies, providing insights to the Executive Team.
• Act as a liaison between the College and media outlets, ensuring appropriate representation and managing student media permissions.
• Gather and develop content from school camps, sports events, and academic activities for newsletters and the school magazine.
• Coordinate professional photography and videography for major school events.
• Work closely with IT and web development teams to update the College website with current content
• Collaborate with the Marketing Coordinator to update the College's electronic signage weekly.
• Support the School Transition Coordinator in crafting meaningful communications for prospective families.
• Undertake other duties as directed by the Principal.

Who May Apply

Qualifications and requirements:

• Ability to meet Department child safety and employment requirements.
• Demonstrated administrative experience and confidence using computer systems and maintaining accurate records.
• Ability to maintain confidentiality and manage sensitive student information appropriately.

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).

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

This vacancy is to replace an employee on parental absence and is for a period of seven years or until the employee absent on leave returns to duty at the school.