ES1-3 Senior Sub School Assistant, Careers & VASS Relief

Government schools; Warrnambool; On-site; AUD 65,000 - 90,000; Full time

Job summary

Warrnambool College seeks an Administration and Student Support Officer to assist the Senior School team with attendance, engagement and wellbeing initiatives, alongside general office duties. The role involves data entry, records management and coordination of basic student support activities.

Responsibilities include following Department policies, confidentiality, and contributing to professional learning and team collaboration within a busy school office.

Qualifications

• Demonstrated administrative and organisational skills to manage competing priorities.
• Ability to maintain accurate attendance records and follow up absences.
• Experience with school information systems and confidential records.
• Strong written and verbal communication with students, parents and staff.
• Ability to work in a team and independently with discretion and initiative.

Responsibilities

• Monitor and manage student attendance records and data entry.
• Support student engagement and wellbeing using established procedures.
• Track and document student incidents and coordinate follow-up actions.
• Maintain confidential student records and prepare reports.
• Assist with year level events and administrative tasks across the Senior School.

Skills

Administrative skills

Data entry

Communication

Teamwork

Wellbeing support

Tools

VASS/VCE administration

Job description

Selection Criteria SC1 Administration and Organisation Demonstrated administrative and organisational skills, including the ability to manage competing priorities, meet deadlines and support the efficient operation of a busy school office. SC2 Student Attendance and Engagement Demonstrated ability to maintain accurate attendance records, follow up student absences and support student engagement and wellbeing using established school procedures. SC3 Data Management and Accuracy Demonstrated ability to enter, maintain and check information accurately, use school information systems and maintain confidential records. Experience with VASS or VCE administration is desirable. SC4 Communication and Relationships Demonstrated written and verbal communication skills and high-level interpersonal skills, including a capacity to develop constructive relationships with students, parents and other staff. SC5 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. Role 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

A. Student Attendance and Engagement

• Monitor and manage student attendance records, ensuring accurate and timely data entry.
• Daily review and maintenance of homegroup attendance rolls.
• Managing student attendance databases and required documentation, ensuring Departmental Policy is followed.
• Following up on student absences, liaising with families and staff as needed.
• Generate reports for Year level leaders and managers that identify students requiring additional attendance support.
• Understand the underlying causes of student absences to support parent conversations
• Complete and submit Departmental referrals such as DET Absences and Navigator.
• Attend meetings as required to support discussion of supports for students at risk.
• Manage student attendance in the ' U' class and tier 3 absences.

B. Supporting Student Engagement

• Providing initial student wellbeing triage before referring to the Wellbeing Centre.
• Assist students to engage in self-regulation strategies in line with the School¿s Wellbeing and Engagement Policy.
• Supervise and support students requiring regulation breaks and additional academic support in designated spaces.
• Administering uniform-related tasks and support.

C. Incident Follow up and Student Support

• Assist in tracking and documenting student academic, wellbeing and behavioural incidents
• Support the coordination of follow-up actions, including communication with students, staff and families
• Provide administrative support for school intervention programs and restorative practices
• Contribute to student support meetings and case management as required
• Support students with transition

D. General Administrative and Team Support

• Maintain confidential student records and provide reports as needed
• Support the implementation of school wide wellbeing and engagement initiatives.
• Assisting with the organisation of year level events (e.g., graduations, parent information evenings, assemblies, camps).
• Organisations of year level assemblies.
• Coordination of Positive reward points and prizes.
• Handling phone and general inquiries related to the year levels (sub school).
• Managing administrative tasks, including word processing, filing, photocopying, and ordering supplies.
• Performing other duties as directed by the Principal Class.

E. Designated VASS/VCE Administration Relief and Careers Support

This position is the designated relief replacement for the VASS/VCE Administration Officer during planned or unplanned leave. During these periods, the employee will assume the routine operational and administrative responsibilities required to maintain continuity of VASS and VCE administration. The position will also provide administrative support to the Careers Team during periods of high workload and/or staff leave, as required.

F. Professional and Administrative Responsibilities

• Work flexibly in response to operational requirements and competing priorities across the Senior School team.
• Follow Department and College policies and procedures, including requirements relating to child safety, privacy, records management and information sharing.
• Maintain confidentiality and demonstrate sound judgement when handling sensitive student and family information.
• Communicate clearly and professionally with students, families, staff and external contacts.
• Participate in relevant meetings and professional learning as required.
• Demonstrate Warrnambool College values of Respect, Responsibility and Resilience.
• Undertake other duties consistent with the position classification as directed by the Principal or delegate.

Qualifications and requirements

• Ability to meet Department child safety and employment requirements.
• Demonstrated administrative experience and confidence using computer systems and maintaining accurate records.
• Experience with VASS, VCE administration or related school systems is desirable.
• Ability to maintain confidentiality and manage sensitive student information appropriately.
• Willingness to undertake relevant professional learning and training to support VASS and VCE relief responsibilities.

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 [email protected] 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 Applications must include

• A cover letter providing contact information including home address, email, and phone number.
• A CV with a summary of experience, qualifications and your Working with Children Check (WWCC) number.
• Specific Key Selection Criteria response.
• The names, email addresses and contact details (email and phone) for two referees.

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

Location Profile

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…