Finance and Administration Support (Level 1- Range 3)

Victorian Government; Melbourne; On-site; AUD 60,000 - 80,000; Part time

Job summary

Victorian Government in Melbourne seeks an Education and Training administrator to support school finance processes and administration. The role involves processing invoices, managing CSEF and Compass records, and producing routine reports for camps and excursions.

You will coordinate purchasing procedures and provide front-office support to staff, students and families. This role is part-time with potential for ongoing employment, working 8:00am–4:00pm, Monday to Friday, onsite at Melbourne CBD

Qualifications

• This role requires liaising with others to deliver tasks under established guidelines.
• Ability to work collaboratively in a team environment is essential.
• Strong oral and written communication with a range of stakeholders is required.

Responsibilities

• Support general school finance processes and administration.
• Process invoices, receipts, and assist with purchase orders.
• Manage and update CSEF applications and Compass records.
• Provide P&L statements for camps and excursions and assist with reporting.
• Coordinate requisitioning, purchasing and issuing procedures.
• Deliver reception support to staff, students and families.

Skills

Liaising with others

Team collaboration

Stakeholder communication

Job description

Occupation: Education and training

Location: Melbourne - CBD and Inner Metro suburbs

Reference: 1548816

Selection Criteria

SC1 Demonstrated capacity to perform duties consistent with established guidelines and frameworks, including liasing with others in respect to specific work functions relevant to the role.

SC2Demonstrated capacity to work and collaborate with others in a team environment.

SC3Demonstrated capacity to communicate effectively with a range of stakeholders, including high level oral and written communication skills.

Role

This role is 8:00am to 4:00pm Monday to Friday.

Part-time work may be considered for the suitable applicant, with the potential for ongoing employment.

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

The Administration Finance Officer reports to the Principal and is a member of the School Office & Administration team. Duties of the role include:

• Supporting general school finance processes and administration.
• Processing invoices, receipting payments and assisting with purchase orders.
• Managing and updating CSEF applications
• Managing and updating Compass records and information, including camps and excursions
• Providing Profit and Loss statements for camps and excursions
• Coordinating the implementation of requisitioning, purchasing and issuing procedures
• Assisting with community fundraising activities
• Assisting with daily student attendance, including monitoring, follow-up and recording in accordance with relevant policies
  
• In consultation with the Principal and the School Office & Administration team, determining and managing work priorities within the school office
• Providing general administrative and reception support to staff, students and families.
• Developing, implementing and delivering strategies to ensure effective administration procedures within the school

Providing 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

• Maintaining, entering and retrieving data from the School IT systems, including Compass and CASES21
• Maintaining and updating office records, enrolment data, diary records, and basic written records
• Supporting, preparing and delivering standard routine internal and external communication according to school procedures
• Sourcing basic data or factual information from given sources to support school administrative functions, e.g. books, reports, manuals, catalogues, tables, forms, etc.
• Supporting the first aid facilities and assists in delivering first aid to students
• Completing other duties as directed by the Principal or delegate

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:

• All submitted documents must be saved in PDF format.
• Each file name must include your full name.

Part-time work may be considered for the suitable applicant, with the potential for ongoing employment.

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

Carlton Gardens Primary School - A cherished educational institution located at the doorstep ofMelbourne's bustling CBD. Situated opposite the picturesque Carlton Gardens and Melbourne Museum,our heritage-listed building stands as a beacon of learning, history, and community. At Carlton Gardens weare committed to fostering an environment where every child is valued as an individual. We prioritise thesafety and security of our students, creating a sanctuary for learning in the heart of the city.

Exceptional Teachers, Exceptional Learning - Our school is proud to house a team of outstanding educatorswho are passionate about student learning and wellbeing. As a Professional Learning Community, ourteachers and Education Support staff are highly collaborative in building expertise, through evidence-basedtheories, frameworks and practices, including the Victorian Teaching and Learning Model 2.0, School-WidePositive Behaviour Supports, Positive Classroom Management Strategies, and the Victorian Curriculum 2.0.

A Diverse Tapestry of Learning - With students from over thirty language backgrounds and a wide socio-economic spectrum, Carlton Gardens celebrates diversity in community. Within our historic Victorian-eraschoolhouse and modern purpose-built classrooms, tradition meets multiculturalism, creating a vibrant andinclusive learning environment.

A Place Where Every Child is Known - What truly sets us apart is our commitment to the individual. Eachchild is known personally by our staff and peers, fostering self-esteem, social confidence, and academicsuccess.

Community, Collaboration, and Growth - Carlton Gardens Primary School actively engages with variouscommunity groups, enriching our students' educational experiences. We are proud to have establishedpartnerships with institutions such as the Melbourne Museum and Kathleen Symes Library CommunityCentre. These collaborations expand our students' horizons and provide them with unique learningopportunities that extend beyond the classroom.

Carlton Gardens Primary School is not just an educational institution; it's our community. Join us on thisexciting journey of learning, growth, and celebration of each child's unique potential. Welcome to a schoolwhere individual excellence is nurtured

Applications close Sunday 1 November 2026 at 11.59pm